Project support for SMPEI

SMPEI PROJECT (GEF Grant Project) at Ministry of Enviromment and Forestry

Executive Summary

The “Sustainable Management of Peatland Ecosystems in Indonesia (SMPEI)” is a four years project which aims to promote sustainable peatland management, secure carbon stocks, and conserve biodiversity while improving the living standards of local communities. The project focusses on the following activities:       

(i)    capacity building and institutional strengthening for implementation of policies and regulations for sustainable peatland management;

(ii)   monitoring peatland degradation, fires and greenhouse gas (GHG) emissions; and

(iii)  functioning landscape level sustainable management of peatlands.



The Grant Agreement for the Project was signed between the Ministry of Environment and Forestry of Government of Indonesia (hereinafter referred to as MOEF) and the International Fund for Agricultural Development (hereinafter referred to as IFAD) on 17 July 2017. The Grant Agreement formalises the approval and administration of the Grant from the Global Environment Facility (GEF) and supervision of the project implementation  over the period of four years (July 2017- September 2021).


To provide administrative and financial support for the SMPEI’s PMO, including administration and logistics related to everyday office management, and also for SMPEI’s projects, we are seeking the qualified Indonesian candidates for several position:



1. Finance Management and Procurement Specialist  ( 1 person )

Reporting to : Project Director and Project Manager    

Duration : Full time up to 31 December 2020 (possible to extend until project completion)

Location/base  : Jakarta


Key Responsibilities and Duties

Together with the Finance and Admin Assistant manage accounting and financial requirements of the SMPEI;
Together with the Finance  and Admin Assistant to ensure that all payment requests and payment vouchers have identifications of the source of funds, project components/sub-components as well as the disbursement categories as in Schedule 2 of the Financing Agreement.
Assist the persons in charge of the SMPEI Components in terms of project financial management and budgeting, including preparation of periodic financial statements/reports (monthly / quarterly / yearly) as required for the purposes of management and reporting to IFAD/GEF;
Compute and compile counterpart funds have been provided and used in accordance with the conditions of the loan agreements;
Ensure that all necessary supporting documents, records and accounts are kept in respect of all project activities, including contract payment monitoring with clear linkages between the books of account and the financial statements presented to the financiers to be available for review by IFAD during supervision missions and by auditor(s);
Assist the Finance  and Admin Assistant to perform related duties as required for banking issues, including the placement and withdrawal of funds from IFAD (preparation of Withdrawal Applications/WA), and to process documentation and follow up on disbursements from the government and IFAD to ensure that releases are not delayed;
Together with the Finance  and Admin Assistant check and process financial statements of the programs in the field as needed and consolidate with the financial statements of PMO, PPMO and PDUs and ensure that the financial statements are prepared in accordance with Public Sector Accounting Standards as adopted in Indonesia;
Ensure that statements of expenditure (SOEs) are carefully compared for eligibility with relevant financial agreements and the disbursement handbook, and with budget control discipline;
Together with the Financial Officer responsible for sound financial management, including the making of financial statements balance sheet,  Cash Flow, Net Asset, monthly, quarterly, semi-annually or yearly following government regulations;
Assist the Finance  and Admin Assistant to prepare and deliver materials to the offices of the auditors and to DGPCED at the end of each year; support audit preparation, process and the results to meet the required submission dates by IFAD;
Assist the Finance  and Admin Assistant to ensure that fixed assets are well accounted for and annual verification is undertaken of the condition of assets and their location;
Support procurement officer activities in procurement preparation, process and documentation.
With regard to procurement of goods and services with estimate amount above the threshold as set up in LTR, the PO should assist Project Manager to provide required information and documentation to be communicated to IFAD for No Objection.
Prepare regular procurement report as required by IFAD, it’s including but not limited to Record management and Updated Procurement Plan.


Minimum Qualifications

The candidate should have a Bachelor’s degree in accounting/business/economy, and preferably be a certified chartered accountant (ACCA/CIMA).

Skills and Experience

At least five years of relevant work experience in financial management and administration, including at least five as a financial manager or accountant in government/donor projects or large institutions;
Familiar with the government financial management regulations and procedures.
Experience in work planning, budgeting and reporting in projects similar to SMPEI is desirable.
Excellent quantitative and analytical skills;
Computer-literate including accounting packages and well-versed in the use of Excel, Word and basic data base set-ups;
Written and spoken Bahasa Indonesia and English language skills essential.


2. Monitoring, Evaluation (M&E) and Knowledge Management (KM) Specialist  (1 person)

Reporting to : Project Director and Project Manager    

Duration : Full time up to 31 December 2020 (possible to extend until project completion)

Location/base : Jakarta


Key Responsibilities and Duties related to M & E:

Setting up the M&E system;
Develop the overall framework for Project M&E in accordance to the Project document M&E plan;
Implementing M&E output, outcomes and impacts in accordance to Project log-frame and performance indicators;
Preparation including TOR on conduction of baseline study (situation at Project start); 
Identify sources of data, collection methods, who collects data, how often, cost of collection and who analyses it; Ensure all critical risks are identified;
Identify the core information needs at of the National Project Management Office, MoEF, IFAD and the MoF;
Identify the requirements for collecting baseline data, prepare terms-of-reference for and arrange the conduct of a baseline survey, as required;
Clarify M&E responsibilities of different project personnel;
Prepare detailed annual M&E budgets and calendar of M&E activities;
Arrange regular visits to the field to support implementation of M&E and to identify where consolidations might be needed;
Prepare M&E reports for annual supervision missions, mid-term review and final evaluation in accordance to IFAD guidance, and mkonitor the follow up of evaluation recommendations;
Prepare consolidated progress reports for Project management including identification of problems, causes of potential bottlenecks in Project implementation, and providing specific recommendations;
Key  Responsibilities and Duties related to KM:

Design and implement a system to identify, analyse, document and disseminate lessons learned, particularly in relation to peatland re-wetting and paludiculture;
Consolidate a culture of lessons learning involving all Project staff and allocate specific responsibilities;
Ensure that Project staff also incorporate mechanisms to capture and share lessons learned through their inputs to the Project, and to ensure that the results are reflected in the reporting system;
Document, package and disseminate lessons and knowledge related to SPM frequently and not less than once every three months;\
Facilitate exchange of experiences by supporting and coordinating Project participation in workshops, and through inputs to available Peatlands-related website (such as "Peatlands Restoration" website being established) and any other existing network of local government and IFAD programme and Projects;
Identify and participate in additional networks, for example scientific or policy-based networks that may also yield lessons that can benefit Project implementation.
Minimum Qualifications

The candidate should have a Bachelor’s degree in forestry, natural resource management, environmental science or any other related fields.

Skills and Experience

At least 5 years of professional experience in relevant fields (or 3 years experience with advanced level University qualification) ;
Experience with data collection, data entry, random quality control testing, data compilation  and analysis; 
Experience in establishing and managing robust M&E performance reporting across a diverse range and volume of partners;
Ability to plan and conduct structured and supportive field monitoring, including formal partner performance assessments, stakeholder reviews, etc.;
Proven capacity in the formulation and production of high quality written material, including among others impact assessment reports, stories from the field, publications for media, etc.;
Demonstrable capacity to work and communicate with stakeholders including  private sector, civil society, media and government sectors on evaluation and monitoring programs at a different scales, and to develop appropriate communication strategies;
Proficiency in information technology/ computer skills;
Written and spoken Bahasa Indonesia and English language skills essential.


3. Project Administrative and Finance Assistant  (2 persons )

Reporting to : Project Director and Project Manager    

Duration : Full time up to 31 December 2020 (possible to extend until project completion)

Location/base  : Jakarta


In his/her work, the Administrative and Finance Assistant shall be responsible for dealing with all SMPEI’s administrative management matters efficiently and responsibly.


The duties of the Administrative and Finance Assistant are :
Support PMO in preparing administrative of project financial reports of the SMPEI;
Arrange project staff travel plan, travel allowance and associated travel document;
Event Management held by Project Management Office, e.g. provide assistance on budget preparation and liaise with related parties, e.g. hotel/meeting venue, accommodation and transportation allowance, etc;
Maintain and prepare asset report at  Project Management Office in Central, Province and District;
Provide assistance and support project assurance activities, e.g. audit and supervision mission;
Making payments/disbursements to all SMPEI activities as approved by Project Manager and ensure financial transactions run smoothly every day;
Assist the persons in charge of the SMPEI Components in terms of project financial management and budgeting, including preparation of periodic financial statements (monthly / quarterly / yearly) as required for the purposes of management and reporting to IFAD/GEF;
Maintain accurate financial files and make sure the files are kept confidential and secure;
Assist the Project Manager  in overseeing the project budgets;
Engage in transactions with banks as necessary, including fund withdrawals;
Perform related duties as required for banking issues, including the placement and withdrawal of funds from IFAD;
Check and process financial statements of the programs in the field and coordinate with the financial statements of PMO office in Jakarta;
Provide support to project assurance activities, e.g. audit, supervision mission, and monitoring & evaluation;
Carry out other tasks in accordance with jobs function as assigned by Project Manager.


Minimum qualifications:


He/she will have a Diploma in Business and Administration, or any related major.


Skills and Experience

At least 2 years of experience in project administration required
Proficiency in information technology/ computer skills, and admin software (as required); and
Both written and spoken Bahasa Indonesia and English language skills essential;
4. Project Assistant  (1 person)

Reporting to : Project Director and Project Manager    

Duration : Full time up to 31 December 2020 (possible to extend until project completion)

Location/base  : Jakarta


A project assistant works with Project Manager/ Project Coordinator and also coordinate with a Finance & Admin Assistant, following directives in a support role. This might include handling details related to conducting research, drafting reports, keeping project management tracking systems updated managing correspondence from project team members. A project assistant may also handle administrative functions, such as planning meetings, performing outreach, and overseeing the minute details associated with complex task tracking. Project assistants may also work in concert with project managers or other assistants to ensure smooth and timely project completion.

Specific Duties and Responsibilities: With guidance from the Project Manager/Project Coordinator, you will assist in different tasks. Duties and responsibilities are as follows:

Administration and Logistical Support:

Organize and monitor schedules and see that deadlines are met;
Complete any necessary administrative tasks, email, and logistics/procurement in project-related events;
Assist Finance & Procurement specialist s in preparing contracts for consultant/contractor;
Coordinate travel needs, schedules and meetings and prepare documents and monitor activities;
Manage project file systems and participate in project-related calls;
Coordination with admin staff and MonEv Consultants in preparing activity reports (both business trips and meeting agendas);
Assist in audit activities, mission supervision, and monitoring & evaluation.
Technical

Assist in the overall implementation of the project;
Assist in carrying out project-related research, including but not limited to collecting, compiling, analysing data and information as well as writing the report;
Assist in overseeing the activities of the project and team;
Assist in convening and reporting periodically on the status of the project IFAD;
Collaborate with the whole project team, contributing to the entire project life cycle;
Assist in monitoring the progress of the project;
Assist the Project Manager in the preparation of the project completion report.
Others

Support SMPEI Project through conceptualization, development and implementation of projects and researches in Indonesia, including but not limited to proposal development.
Perform other tasks as may be assigned from time to time-related to office operations and other projects.
Minimum qualifications:

At least a bachelor degree in science/ social sciences, environmental science/ management development studies or another relevant degree; or a combination of relevant education and experience
Minimum 2 years experiences in project administration and technical fields.
Mastering computer equipment, preferably mastering graphic design such as Corell Draw, Photoshop.
Able to communicate well in Indonesian and understand English.
How to apply?
1. To apply, please submit your CV and Cover Letter completed with your expected salary to pmosmpei@gmail.com, latest on 2 February 2020.
2. Please specify the position name you apply.
3. Only shortlisted candidates will be notified