Project Admin Officer (CRIC Project)

Background

United Cities and Local Governments Asia Pacific (UCLG ASPAC) is the biggest regional section of the United Cities and Local Governments (UCLG) in which its Secretariat is based in Jakarta, Indonesia and hosted by the Provincial Government of Jakarta. UCLG is a worldwide association of local governments and the officially recognized voice of local governments by the United Nations. UCLG ASPAC has linkages to more than 7,000 local governments. It represents well over 3.76 billion people – more than half of the world population – and incorporates economically fast developing countries such as China, India, and Indonesia.

UCLG ASPAC is the key knowledge management hub on local government issues in the Asia-Pacific region. It promotes democratic local government, supports cooperation between cities, local governments and their associations, and facilitates programmes, network and partnerships to develop the capacity of local governments and the associations. Moreover, UCLG ASPAC represents local governments politically within the international community, and with the United Nations and its agencies. It also promotes inclusive societies which safeguard equality, social and economic justice, and sustainable community development. UCLG ASPAC is engaged in all relevant thematic fields for nurturing sustainable development comprising poverty alleviation, climate change, disaster resiliency, culture, strategic planning, decentralization, local finance, gender equality, women leadership and empowerment as well as good governance.

UCLG ASPAC as the lead implementing agency in partnership with international development partners from Europe namely Pilot4Dev, ACR+, ECOLISE, and University of Paris-Est Marne-la-Vallée, as well as All India Institute of Local Governments from South Asia, is currently engaging in one of current EU projects – Climate Resilience Inclusive Cities (CRIC). It is a five (5) years project with overall objectives to propose a long lasting and unique cooperation through a triangular cooperation between cities and research centres in Europe, South Asia (India, Nepal, Bangladesh), and Southeast Asia (Indonesia, Malaysia, Philippines, Thailand). The Project will also contribute to sustainable integrated urban development, good governance, and climate adaptation/mitigation through long lasting partnerships, and tools such as sustainable local action plans, early warning tools, air quality and waste management in consultation with experts’ panels.

The target groups of the Project will be local governments, cities, urban stakeholders working on climate resilience, climate mitigation and adaptation, and good governance of inclusive cities.  With final beneficiaries including but not limited to local community of the cities/provinces, including women, marginalised sector, civil society, and private sectors.

The Project has the following 3 Pillars as the targeted outcomes of the activities:

Pillar 1: Knowledge production and exchange

• Improved institutional, financial and administrative capacities of cities and LAs;
• Strengthened mechanisms for consultation, coordination and cooperation among public, private, civil society sectors and other relevant stakeholders in the decision making and production of urban development policies;
• Strengthened policy dialogue on urban policies, urban challenges and climate change.

Pillar 2: Local action plans for climate resilient and inclusive cities

• Strengthened cities and LA’s capacities in the design and implementation of inclusive public policies;
• Improvement of the quality, delivery and equitable access to basic services and infrastructure;
• Enhanced capacities of cities and LAs in managing urban waste and air pollution, Promoted green low carbon and climate resilient urban development and urban circular economy;
• Enhanced capacities of cities, villages and LAs in managing (multi-hazard) disaster risks, and promoting shock responsive and resilience infrastructure and services.

Pillar 3: Communication and Capacity Building

• Improved institutional, financial and administrative capacities of cities and LAs;
• Strengthened mechanisms for consultation, coordination and cooperation among public, private, civil society sectors and other relevant stakeholders in the decision making and production of urban development policies;
• Strengthened capacities of cities and LAs in using smart technologies,
• Improved public-private partnerships and schemes for local economy.

UCLG ASPAC is recruiting the Project Administrative Officer for a one-year (1) period with possibility of extension, based on satisfactory performance. The post will be supervised by the Regional Project Manager of UCLG ASPAC.

Scope of Works/Key Duties

1. Responsible in delivering capacity building activities in the pilot cities under the Climate Resilience Inclusive Cities (CRIC) Project;
2. To provide proactive, accurate, timely and high-quality administrative work to the CRIC project and to ensure proper filing in hard and soft copies.
3. To provide assistance in maintaining the communication with the donor agencies and be responsible for the overall integrity and coherence of the administrative requirement of the project in coordination with the Programme and other Divisions within UCLG ASPAC.
4. Be responsible for logistics and travel arrangements (ticket, hotel, visa, catering, meeting venue, etc) related with project’s visits and activities.
5. Design, establish and maintain a central filing system for administration and ensure quick retrieval of files when needed.
6. To liaise with Finance and Administration Division to ensure that all bills related projects expenses are paid on a timely basis.
7. To assist the Regional Project Manager and/or Project Staff in preparing the evaluation, annual and/or all kinds of reports on the administrative matters.
8. To perform other administrative tasks consistent with the overall scope for this post as directed by the Regional Project Manager and/or the Secretary General.

Qualifications:

• Education:
• Bachelor degree in Finance, Business Administration and/or related fields.

• Experience:
• Minimum 5 (five) years of professional experience in financial administration, book keeping and office administration and working in a similar position in an NGO and/or an International Organization/ National Corporation;
• Have at least 2 years’ experience in management of European Union grant;
• Have experience in management of international event in South and Southeast Asia region;
• Demonstrated experience working with local governments, multi-donor agency and/or development partner;
• Experienced in the usage of computers and office software packages is required.

• Language:
• Fluency in written and spoken in English and Bahasa Indonesia.

• Computer skills:
• Proficiency in MS Office.

• Other skills and competency:
• Demonstrates ability in project finance and administrative management;
• Has strong analytical, communication and interpersonal skills;
• Demonstrates detail orientation, proactive attention to outcomes and expectations, and ability to understand and effectively use information and data;
• Has working experience in international cooperation development projects;
• Be willing to travel during the project’s implementation when required;
• Has ability to work in a team and individual.

Supporting Team

S/he will be supervised by the Project Manager, supported by Project Coordinator under the CRIC Project.

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