UNDP Jobs - 10384- Administrative Associate (National)

Administrative Associate (National)

Location :

Jakarta, INDONESIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

03-Jun-09 (Midnight New York, USA)

Post Level :

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

12 months

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.

Background

UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.

I. Organizational Context

Under the overall guidance and supervision of the Finance and Operation Analyst, the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.

The Administrative Associate works in close collaboration with the Programme and Operation teams in the office, project personnel and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions:

Implementation of operational strategies
Efficient administrative support
Support to supply and assets management
Support to administrative and Human Resource plan
Support to common services
Coordination of Registry and Receptionist functions
Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Preparation of administrative team results-oriented workplans.

2. Ensures efficient administrative support , focusing on achievement of the following results:

Coordination of travel arrangements.
Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
Organization of workshops, conferences, retreats
Supervision of cleaning services.
Coordination of transportation services, regular vehicle maintenance and insurance.
Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.

3. Provides support to proper supply and assets management, focusing on achievement of the following result:

Coordination of assets management in the unit, timely preparation and submission of periodic inventory reports.
Coordination of the provision of reliable and quality office supplies

4. Provides support for effective administrative and Human Resource plan in the office, focusing on achievement of the following results:

Maintenance of administrative control records such as commitments and expenditures.
Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas;
Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
Ensures unit staff recruitment /contract extensions conducted in timely manner
Maintain Data base personnel
Provision of the information for the audit.

5. Ensures proper common services focusing on achievement of the following result:

Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.

6. Coordinates implementation of Registry and Receptionist functions, focusing on achievement of the following result:

Provision of efficient general reception and information services
Provision of reliable registry services

7. Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Training of staff on the administrative procedures
Briefing/debriefing of staff members on issues relating to area of work
Sound contributions to knowledge network and communities of practice

III. Impact of Results

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

IV. Competencies and Critical Success Factors

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

Ability to administer and execute administrative processes and transactions
Ability to extract, interpret, analyze data and resolve operational problems
Ability to supervise and train support staff
Ability to perform work of confidential nature and handle a large volume of work
Good knowledge of administrative rules and regulations
Strong IT skills, knowledge of Atlas
Ability to provide input to business processes re-engineering, implementation of new system

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure

Required Skills and Experience

V. Recruitment Qualifications

Education:

University Degree in in Business, Public Administration or any related field is extremely desirable.

Experience:

5 to 6 years of relevant experience in administration or programme support service.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience in handling of web-based management systems.

Language Requirements:

Fluency in the UN and national language of the duty station.

ALL APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION

"Female candidates are encoraged to apply"

UNDP Indonesia reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP Indonesia at the same grade level and with similar job description, experience and education requirements.