Background

I. Organizational Context

The United Nations system in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, UN Indonesia is opening vacancies for roster of qualified personnel.Candidates will be assessed by UN Human Resources team for particular type/level of function.

Under the overall guidance and supervision of the Operations Manager, 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 Operations, Programme and projects staff in the CO 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 financial control
• 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:

• Organization and coordination of shipments and customs clearance
• Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses.
• 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
• Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
• 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 CO, 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 financial control 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.
•  Coordination of  common premises/services cost-recovery arrangements.
• Proper control of supporting documents of funds and activities.
• 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, supervises Registry Clerk and Receptionist, focusing on achievement of the following results:

• 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:

8.   Training of staff on the administrative procedures
9.   Briefing/debriefing of staff members on issues relating to area of work
10. 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 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

Functional Competencies:             

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
• Identifies and communicates opportunities to promote learning and knowledge sharing
• Develops awareness of the various internal/external learning and knowledge-sharing resources

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 (asset management)
• Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Identifies new and better approaches to work processes and incorporates same in own work
• 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
• Demonstrates in-depth understanding and knowledge of the current guidelines and tools, and utilizes these regularly 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
• Documents processes to support change initiatives 

Design and Implementation of Management Systems 
 Level 1.1: Data gathering and implementation of management systems 

• Uses information/databases/other management systems
• Makes recommendations related to work procedures and implementation of 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
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

 Promoting Accountability and Results-Based Management 
 Level 1.1:  Gathering and disseminating information 

• Gathers and disseminates information on best practice in accountability and results-based management systems
  Prepares timely inputs to reports
  Maintains databases

 Core Competencies:

• 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

Procurement Certification programme

Required Skills and Experience

V. Recruitment Qualifications

Education: 

• Secondary education.  Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.

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 requirement:

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

Female candidates are encouraged to apply

UN 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 UN Indonesia at the same grade level and with similar job description, experience and education requirements.