Terms of Reference
Title : Administration Assistant of SCBFWM Report to : 1. National Project Director (NPD)
2. National Project Manager Duty Station : Ministry of Forestry Jakarta Duration : 12 months, Full Time
Location : Jakarta Office-SCBFWM Secretariat Background Information
The Ministry of Forestry (Directorate General of Land Rehabilitation and Social Forestry) is in the process of implementing Strengthening Community-Based Forest and Watershed Management (SCBFWM) for the period of 4-5 years to come (2009-2014). The project is implemented under the framework of the Ministry of Forestry’s programs activities. It is also supported byGlobal Environment Facility (GEF)through UNDP in Indonesia.
The project is meant to enhance and upscale the GOI’s programs on community-based forest and watershed management by addressing inequitable distribution of benefits from forest resources and lack of coordination among stakeholders and sectors as major underlying causes of land forest degradation.
The project is specifically designed to complement (a) the 5-year national pledge of approximately USD 300 million to rehabilitate degraded forest and land distributed in 282 prioritized watersheds located in 400 districts (32 provinces) and (b) the GOI’s annually approved pledge – from the Reforestation Fund – for district reforestation. Main activities of the project are the development of CBFWM plot demonstration in 6 selected locations; mainstreaming of CBFWM in policy, program, activities and funding of government and local governments and the enhancement of stakeholders’ capacity at various levels (national, provincial, districts and community) in the program of CBFWM.
Strengthening Community-Based Forest
and Watershed Management (SCBFWM)
Project
in Indonesia
Objectives of Assignment
Under the guidance and supervision of National Project Director (NPD) and National Project Manager (NPM) of SCBFWM Project, the Administration Assistant will be responsible for providing administrative supervision to the project, and ensuring the smooth functioning of administrative systems under the project.
The Administration Assistant works in close collaboration with NPD, NPM, Ministry of Forestry staffs, UNDP CO, Regional Project staffs and Finance Assistant to exchange information and ensure consistent service delivery for the project.
Scope of Work and Deliverables, Scope of Work
1. Assist in all aspects of project management and coordination
2. Undertake preparation for project events, including workshops, meetings (monthly,
quarterly and annual), trainings, etc. This also includes preparation of background materials for use in discussions and briefing sessions on project matter;
3. Logistical arrangements. This includes visa, transportation, hotel bookings for project staff, consultants and invited guests coming for project activities;
4. Maintain a proper inventory of project assets register, including numbering, recording, and reporting;
5. Maintain the inventory file to support purchases of all equipment/assets. 6. Calculate and prepare staff time records;
7. Ensure that procurement of good and services conducted suitably with existing regulations and Standard Operating Procedure (SOP) developed by UNDP and Ministry of Forestry.
Deliverables
Report 1: Project Activities Report Report 2: Project Asset Inventory Report
To accommodate the overall deliverables mentioned below:
Good performance of project administrative in accordance with existing regulations applied by both the Government of Indonesia and donor(s).
Periodic reports (progress and monitoring/evaluation) are well prepared and established.
Good inventory of project assets register, including numbering, recording, and reporting; Project activities reports on administratrative matters.
Project implementation to be considered satisfactory by the Government of Indonesia and the donor.
Term of payments
The incumbent will have a performance evaluation at the end of the contract which will be carried out by Ministry of Forestry
Qualifications
Education: College graduate (S1) focusing on Secretary, Business Administration, economics or related fields.
Experience: 5 years of working experience in the project management. 2 years of working experience in related international projects.
Skills: 1. Competent in leading project administrative management and ensuring all parties are well informed regarding administrative matters.
2. Capble of quickly learning administrative and procurement procedrures in UNDP and Goverment project, and has experience in results oriented approach to administrative implementation of the project
3. Basic computer operation skills (words, excel, power point) 4. Good interpersonal approaches skills.
5. Has excellent written communication skills, with analytic capacity and ability to synthesize project administrative delivery and relevant findings for the preparation of quality project administrative reports.
6. Able to work under pressure and limited time.
7. Able to work in a team atmosphere, shares knowledge and experience
