Background
UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, UNDP offers global perspective and local insight to help empower lives and build resilient nations.”
UNDP Indonesia’s mission is to be an agent for change in the human and social development of Indonesia. We, the UNDP Country Office (CO), aim to be a bridge between Indonesia an all donors as well as maintaining our status 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
REDD+ (Reducing Emissions from Deforestation and forest Degradation) has gained traction in the international climate change dialogue and has become an eminent priority for Indonesia because deforestation and forest degradation still represent a major source of Green House Gas (GHG) emissions, in addition to hindering human development and causing environmental problems in the country. Most of Indonesia’s GHG emissions are related to land degradation, inappropriate land uses, and land conversion.
Indonesia has played a leading and continually expanding role in addressing the global climate change challenge. At the G20 Summit in Pittsburgh on September 2009, President Susilo Bambang Yudhoyono committed to a 26% emission reduction target by 2020, and 41% emission reduction with international support, making Indonesia the first large developing country to do so. It is widely acknowledged that REDD+ will play an important role to support Indonesia’s voluntary commitment to reduce its emissions. To deliver significant reductions a set of clear targets, tailored strategies, policies and institutions will be required.
The Norway Indonesia Climate Change Partnership
In response to the President’s firm commitment, on May 26th, 2010, the government of Indonesia and Norway signed a Letter of Intent (LoI), outlining a USD 1 billion programme of “Cooperation on reducing greenhouse gas emissions form deforestation and forest degradation”. This ambitious programme will be implemented in three phases, namely “Preparation”, with five key results to be achieved mostly by the end of 2010; “Transformation”, involving substantial capacity building and a single-province pilot over the period 2011-2013; and “Contributions for verified emission reductions”, from 2014 onwards, for national level implementation of measures to reduce emissions. This is a crucial programme aiming to reduce deforestation and land degradation in Indonesia’s substantial forest cover, together with associated Green House Gas emissions.
Under the guidance and supervision of the HR/Administrative Associate, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with the project team and UNDP’s administrative team to exchange information and ensure consistent service delivery.
Duties and Responsibilities
II. Summary of Key Functions:
? Implementation of operational strategies
? Support to effective and efficient functioning of the administrative unit
? Support to administrative and logistical services
? Support to office maintenance and assets management
? 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 the prevailing corporate rules, regulations, policies and strategies.
? Provision of inputs to preparation of administrative team results-oriented workplans.
2. Ensures effective and efficient functioning of the administrative unit, focusing on achievement of the following results:
? Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
? Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
? Translation of simple correspondences, when needed.
3. Ensures effective administrative and logistical support, focusing on achievement of the following results:
? Coordination of travel arrangements and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents
? Administrative support to conferences, workshops, meetings Including preparation of requisition in ATLAS
? Provide support to create/update the vendor database for conferences, workshops, meetings participants.
? Supervision of driver(s), arrangement of vehicle transportation, regular vehicle maintenance and insurance.
? Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
? Maintenance of the filing system ensuring safekeeping of confidential materials.
? Extraction of data from various sources.
? Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
? Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
? Assistance in the preparation of budget, provision of information for audit.
4. Provides support to office maintenance and assets management, focusing on achievement of the following results:
? Maintenance of records on assets management, preparation of reports.
? Maintenance of files and records relevant to office maintenance.
5. Support knowledge building and knowledge sharing in the project, focusing on achievement of the following results:
? Participation in the training for the operations/projects staff on administration.
? Sound contributions to knowledge networks and communities of practice.
III. Impact of Results
The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.
Competencies
IV. Competencies and Critical Success Factors
Functional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
? Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
? Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
? Understands the main processes and methods of work regarding to the position
? Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
? Strives to keep job knowledge up-to-date through self-directed study and other means of learning
? Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
? Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
? Uses information/databases/other management systems
Client Orientation
Level 1.1: Maintains effective client relationships
? Reports to internal and external clients in a timely and appropriate fashion
? Organizes and prioritizes work schedule to meet client needs and deadlines
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
Core Competencies:
? Demonstrating/safeguarding ethics and integrity
? Demonstrate corporate knowledge and sound judgment
? Self-development, initiative-taking
? Acting as a team player and facilitating team work
? Facilitating and encouraging open communication in the team, communicating effectively
? Creating synergies through self-control
? Managing conflict
? Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
? Informed and transparent decision making Gathers and disseminates information on best practice in accountability and results-based management systems
Required Skills and Experience
V. Recruitment Qualifications
Education:
Bachelor’s Degree in Business, Public Administration or any other related subjects.
Experience:
3 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.
APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11
Female candidates are encouraged 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
ATLAS Position No. 00060389