Project Information Management Assistant

Organizational Context

The United Nations Development Programme (UNDP) in Indonesia is dedicated to eradicating poverty and protecting the planet by supporting the government in integrating Sustainable Development Goals (SDGs) into national plans. The Forest Agriculture and Sustainable Trade (FAST) Project, funded by FCDO, aims to transform Indonesia's palm oil and cocoa sectors towards sustainability, addressing deforestation and supporting smallholder farmers. This role supports the FAST project's data and knowledge management needs.

Job Purpose

The Project Information Management Assistant is crucial for the effective implementation and reporting of the FAST project in Indonesia. This role will establish and maintain a structured, quality-assured information management system to centralize, organize, and preserve project documentation and knowledge. By ensuring accessibility, audit readiness, compliance, and efficient information sharing, the Assistant will support project progress, reporting (including Indonesia's 7th National Report), and knowledge management. The position aims to strengthen stakeholder ownership, enhance project visibility, and contribute to the long-term sustainability and replication of project outcomes by managing project data and ensuring consistent messaging.

Responsibilities

The Project Information Management Assistant will be responsible for maintaining project information repositories, filing systems, and digital document management platforms. This includes archiving and cataloguing all project records, such as technical datasets, consultant outputs, and reports, ensuring version control and efficient retrieval. The role involves supporting the formatting, editing, and production of knowledge products like reports and policy briefs, and consolidating project component reports for UNDP, donors, and government partners. Additionally, the Assistant will support national reporting processes, document lessons learned and best practices, prepare communication products, and provide administrative and logistical support for monitoring, evaluation, and information-generating events. Facilitating internal information sharing and coordination among project team members and stakeholders is also a key responsibility.

Work Experience

A minimum of 5 years of relevant experience in knowledge and data management is required with a secondary education. With a Bachelor's degree, a minimum of 2 years of relevant experience is required. Experience in organizing, archiving, and managing digital and physical documents, using digital document management systems (e.g., SharePoint, Google Drive), and proficiency in Microsoft Office Suite are essential.

Skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); Experience with digital document management systems (SharePoint, Google Drive); Strong organizational, archiving, and data management skills; Experience in formatting, editing, and producing reports and knowledge products; Ability to support event management and coordination; Fluency in English and Bahasa Indonesia.

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