Back Project Assistant for SMILE (Sistem Monitoring Imunisasi dan Logistik Elektronik) (two posts), Jakarta, Indonesia

Job ID: 35926

Practice Area - Job Family: Democratic Governance - HEALTH SECTOR

Vacancy End Date: (Midnight New York, USA) 17/03/2021

Duty Station: Jakarta, Indonesia

Education & Work Experience: F-2-Year College Degree - 5 year(s) experience, G-Bachelor's Level Degree - 3 year(s) experience

Languages: English, Indonesian

Grade: SB3

Vacancy Type: Service Contract (SC)

Posting Type: External

Bureau: Asia & the Pacific

Contract Duration: 1 year (for initial contract)

For Indonesian Nationality Only

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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Indonesia has a generally well performing immunization program but there remain important discrepancies within and between regions and according to UNICEF there is a persisting immunization gap of 1.9 M children under immunized1. Access to immunization and adequate coverage is a key element of the Universal Health Coverage which Indonesia is committed to attain by 2019. Central to the immunization program is the vaccine supply chain. Assessments of the vaccine Supply Chain Management in Indonesia reveal (among other issues):

• Poor visibility and unreliable stock monitoring (no real time stock monitoring) leading to poor planning, unequal distribution and delivery (e.g. demand-supply mismatch) and reactive management;
• Suboptimal cold chain monitoring leading to wastage;
• Substandard reporting, data flow and quality assurance on data;
• Immunization workforce capacity (distribution, skills set, workload, etc.)

These issues, in turn, cause delayed progress, limited impact (by constrained coverage and prolonged stock out), stalled new vaccine introduction and suboptimal immunization at population level.

Contextual factors negatively impacting the vaccine SCM in Indonesia (and immunization overall) include the decentralization of a complex health system, extreme geography imposing physical and logistical challenges for vaccine supplies and information flow and ‘people factors. The later can be loosely described as including human resources landscape in the immunization program (supply side) and a range of social determinants comprising varying degrees of community awareness and acceptance of immunization (based on level of education, belief systems, agency and socioeconomics).

Although it is playing a critical role, vaccine Supply Chain has received comparatively little investment. Pressed to meet its commitment to Universal Health Coverage by 2019, Indonesia is in urgent need of innovation to improve vaccine Supply Chain Management (SCM).

UNDP-Indonesia in collaboration with the MoH initiated an innovative solution for better SCM with Sistem Monitoring Imunisasi dan Logistik secara Elektronik (SMILE) project. A pilot project was initiated -with the support from UNDP- in two districts, Bogor and South Tangerang in West Java and Banten Provinces, respectively. At the core of the project is a human resources development component supported by a defined supervision plan and a rigorous training regimen. The system provides an integrated solution to address widespread inequities in vaccine coverage by supporting state governments in overcoming constraints of infrastructure, monitoring and management information systems and human resources. It helps track stock of vaccines as well as storage temperature of vaccines through SIM-enabled temperature loggers attached to the cold chain equipment.

As of July 2018, the system has been set up in 54 Puskesmas (Community Health Care Centre) in the two Provinces. The project engages with stakeholders at all levels: Ministry of Health (MoH), Provincial Health Office (PHO), District Health Office (DHO) and Health Facilities/Puskesmas. Series of trainer training for cold chain handlers and immunization staff have been completed. Trainees equipped with handsets implement SMILE on a daily basis and the system is live since mid-July 2018. Specialized staff recruited by UNDP are constantly monitoring the implementation of the pilot. Cold chain data and vaccine stock (utilization) data is simultaneously updated in the SMILE application and uploaded on a cloud server which can then be viewed by program managers at district, province, and national level through online dashboards.

Moving forward, UNDP has now been asked by the Government of Indonesia to expand SMILE implementation to further include 700 cold chain points in 6 additional provinces. The final intent is to expand the SMILE implementation to all cold chain in Indonesia (around 10,000 health facilities) in a phase wise rollout during 2020-2024.

Under the overall guidance of the Technical Specialist , the Project Assistant 1 provides project support services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery in the intervention areas of: DKI Jakarta,Banten, Kalimantan, Nusa Tenggara, Maluku and Papua.

Project Assistant 2 will cover area of : Sumatera, Sulawesi, West Java, Jogja, Central Java and Bali.

Duties and Responsibilities

1. Support the project team to ensure effective project planning, budgeting and implementation focusing on achievement of the following results:

• Assists in the coordination of project planning and preparation work for, typically, a medium-size and complex component of the project initiatives; monitors status of project proposals and receipt of relevant documentation for review and approval.
• Compiles, summarizes, and presents basic information/data on specific project and related topics or issues.
• Reviews project documents especially cost plans/budgets for training, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
• Implement project standard operating procedures in line with the government and UNDP’s regulations;

2. Support to the effective reporting on progress of project implementation

• Preparation of training reports, support to the preparation of annual and quarterly work plans as well as project board meetings, audit, operational and financial closure of a project.
• Support to the preparation of quarterly project reports, in line with the monitoring and reporting guidelines and presents it to the project assurance team on a timely manner;
• Ensure that the regional assistants under his/her supervision implement program properly to support the work of Cold Chain Handlers (CCH) at Province Vaccine Store and cold chain points in improving timely stock entries and their online visibility, including temperature performance of cold chain equipment.
• Ensure that the regional assistants under his/her supervision implement program properly to support the District facilitators in all the activities pertaining to vaccine logistics and cold chain management in the district
• Ensure that the regional assistants under his/her supervision implement program properly in developing vaccine collection and distribution cycle and ensure its implementation with support from vaccine store in-charge
• Review the online data entry of all data vaccine and syringes transactions on daily basis from the regional assistant and ensure regular and timely updating from all cold chain points.
• Regular analysis of consumption patterns, wastage rates, monthly reports etc. supporting District Health Office DHO in taking corrective actions.
• Monitor cold chain performance through remote temperature loggers and ensure prompt response to temperature excursions at cold chain points across the province.
• Undertake field visits to monitor the implementation of the system and provide technical inputs to address gaps and bottlenecks in the implementation of SMILE.
• Conduct training sessions plan and assistance for CCH and plan and monitor the refresher trainings and training of newly recruited staff.
• Supportive supervision of CCH in effective vaccine logistics and cold chain management including temperature recording and handling.
• Identify capacity-building needs on SMILE and undertake capacity-building activities district level for different levels of health professionals and field-level functionaries, facilitate learning exchanges.
• Performs other duties as assigned by the Technical Specialist of SMILE Project;

3. Support strategic partnerships, communication and support to the implementation of resource mobilization

• Updated database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project;
• In coordination with UNDP’s Communication unit and other relevant counterpart communications department, support documentation of the project activities as a tool to communicate results, deepen stakeholder knowledge and buy-in to the project, and resource mobilization for the project.

4. Supports knowledge building and knowledge sharing focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff.
• Synthesis of lessons learned and best practices in project support management function.
• Contributions to knowledge networks and communities of practice.
• Effective contribution to learning and knowledge sharing in gender analysis and gender mainstreaming

5. The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that

• Human rights and gender equality is prioritized as an ethical principle within all actions;
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
• Differentiated needs of women and men are considered;
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
• Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced

Competencies

Description of Competency at Level Required

(For more comprehensive descriptions please see the competency inventory)

In this section list all core competencies as well as the most relevant technical/functional competencies the role will require along with the appropriate level. A Detailed list of competencies can be accessed through the following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

Core

Innovation

Ability to make new and useful ideas work

Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership

Ability to persuade others to follow

Level 2: Proactively identifies new opportunities and challenges

People Management

Ability to improve performance and satisfaction

Level 2: Takes ownership of responsibilities

Communication & Relationship Management

Ability to listen, adapt, persuade and transform

Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery

Ability to get things done while exercising good judgement

Level 2: Meets goals and timelines for delivery of products or services;

Technical/Functional Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

and hiring managers are encouraged to familiarize themselves for more information

Results Based Management

Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Monitoring and Evaluation

Knowledge of methodologies, assessment tools, systems and apply practical experience in planning, monitoring, evaluating and reporting and ability to apply to practical situations

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Office Administration

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

Collaboration and Partnership

Ability to develop, maintain, and strengthen partnerships with others inside (Programmes/projects) or outside the organization who can provide information, assistance, and support. Sets overall direction for the formation and management of strategic relationships contributing to the overall positioning of UNDP

Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

Learning and Development

Knowledge of enterprise learning and development issues, concepts, and principles, and ability to apply them to enhance the fulfillment and performance of employees

Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work

Gender Issues and Analysis

Knowledge of gender issues and the ability to apply to strategic and/or practical situations, including analysis of projects from a gender perspective

Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work

Required Skills and Experience

Education: Bachelor’s degree in Statistics/Public Health/Social Science/Information Technology/International Development/Management or related field from a recognized institution.

Experience:

• Minimum 3 years of combined working experience in managing and implementing program , preferably in the field of development for candidates with Bachelor’s degree and 5 years for candidates with Diploma Degree
• Knowledge of and experience in supporting administration of UNDP projects will be highly desirable.
• Strong knowledge and experience in project management support are essential as well as ability to draft correspondence on budget-related issues, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Good inter-personal skills.
• Preferably has experience on health program information; in relate with mobile phone application on immunization, nutrition/stunting, TB, community led total sanitation /Sanitasi Total Berbasis Masyarakat (STBM) and HIV areas.
• Experience in working with national and subnational, development agencies, and or international agencies in health.
• Familiar with Government and UN/UNDP procedures would be desirable
• Up-to-date computer skills required, knowledge of spreadsheet and database packages
• Experience in handling of web based management systems would be preferable.

Language Requirements: Fluency in English and Bahasa Indonesia in both writing and speaking.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Position Number in ATLAS

00166322 and 00166323

Disclaimer

Important applicant information

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