UNDP Jobs - 28633- Administrative Assistant (Assets Management) (For

Administrative Assistant (Assets Management) (For Indonesian Nationality only) (FOR UN ROSTER)

Location :

Jakarta, INDONESIA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

12-May-12 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

12 months

Languages Required :

English

Expected Duration of Assignment :

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

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 supervision of the Administrative Associate, the Administrative Assistant for Assets Management supports the overall management and control of expendable and non-expendable UNDP assets, assets disposal and renewal of inventory data, executes processes and transactions 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 Management Support & Business Development, Programme and Operations Teams in the CO, 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
Support to asset management
Support to administrative and financial control
Support to knowledge building and knowledge sharing

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

Full compliance of administrative management and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and that inventory procedures are complied with at all CO units.
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

2. Supports the assets management focusing on achievement of the following results:

Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
Tagging all furniture/equipment upon receipt from the supplier. Update of non-expendable property inventory record and track movement of furniture piece.
Entering records in the asset control database (system) ensuring inventory records are up to date and accurate
Support to the management on physical assets disposal. Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action.
Support to the annual physical inventory verification exercise by checking the accuracy of records and location of property.
Preparation of inventory reports as required
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.

3. Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

Assistance in the preparation of the unit budget
Maintenance of administrative control records such as commitments and expenditures.

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

Training of staff engaged in the conduct of physical inventory.
Briefing of staff members on issues relating to area of work
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 data entry, presentation of information and client-oriented approach enhances UNDP capability in assets management.

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
Documents innovative strategies and new approaches
Identifies and communicates opportunities to promote learning and knowledge sharing

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 basic knowledge of organizational policies and procedures related to the asset management 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
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

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

UNDP Procurement Certification programme

Required Skills and Experience

V. Recruitment Qualifications

Education:

Secondary education. Certification in administration desirable.

Experience:

3 to 5 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

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.