UNDP Jobs - 31335- 31335 - Administration Clerk for Indonesian Democr

31335 - Administration Clerk for Indonesian Democracy Index (IDI) (For Indonesian Nationality Only)

Location :

Jakarta, INDONESIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

27-Jul-12 (Midnight New York, USA)

Post Level :

SC-4

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

“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.”

I. Organizational Context

UNDP is dedicated to the UN reform agenda, working together with all UN agencies towards promoting the UN Millennium Declaration and achieving the Millennium Development Goals, the world’s first common agenda for human development.

In Indonesia, UNDP works to advance human development; fight poverty and inequality; consolidate democratic governance at both national and local levels; support crisis prevention and recovery; and promote environmentally smart development. UNDP is also fully engaged in the fight against HIV and AIDS and the promotion of gender equality.

UNDP is at the service of Indonesia and its people. We are committed to support Indonesia’s national priorities and the implementation of Government of Indonesia’s Medium Term Development Plan 2010-2014 and other national and local development visions, strategies and plans.

UNDP’s work in Indonesia is an integral part of the United Nations Development Assistance Framework for Indonesia (2011-2015) and governed by the UNDP Country Programme the same period, signed with the Government of Indonesia in 2011. In Indonesia, UNDP works in five priority areas:

• Poverty Reduction
• Democratic Governance
• Environment and Energy
• Crisis Prevention and Recovery
• Cross-cutting Initiatives including Gender , HIV/AIDS , Information and Communication Technology (ICT) for development

The Democratic Governance Unit supports efforts to harmonize government priorities with the citizens’ immediate expectations to further develop and entrench democratic value in society for the consolidation of a truly democratic political system, thus contributing to the achievement of the Millennium Development Goals. Specific focus areas include decentralization, access to justice, participation and representation.

It has become clear in the work of various international agencies, non-governmental organizations, associations of municipal authorities, and among development aid organizations that there is a need for an assessment instrument to allow for an accurate and systematic evaluation of country’s democracy. In particular, there is a need for a method of evaluating the quality, efficiency, and meaningfulness of democratic institutions and practices by a variety of actors and analysts from within political systems and outside of them (such as the civil society, media, etc) Ideally, the Democracy Index will allow stakeholders to carry out their own assessments of democracy and to give them a framework for comparing experiences and sharing lessons learned. We are interested in a close and careful evaluation of democracy: popular control by the people of public decisions and decision-makers and political equality that requires equal respect and equal worth for all citizens. The purpose of conducting the democracy assessment include the following: to provide a practical resource tool to government officials, administrators, partners (such as non-government organizations) , and civic leaders as they conduct self – evaluations of democratic life; To stimulate further thinking on the ways to define and describe the best ways to structure and practice democracy.

The Indonesian Democracy Index (IDI) Project will develop an IDI that will serve as tools for government in assessing its policy and democratic development in Indonesia. Political development planning, according to the role of Bappenas and the Mid-Term Development Plan (RPJM), is facilitated through an index as a tool to measure the performance of civil liberty, political rights democratic institutions in the regions. To this end, the project will devise a set of methodology and criteria to create the Indonesian Democracy Index (IDI).

To support these activities, an administrative clerk needs to be attached to the project. Under the guidance and supervision of Project Manager, the administrative clerk provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The administrative clerk promotes a client, quality and results-oriented approach.

The administrative clerk works in close collaboration with the other project personnel as well as to relevant stakeholders 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 administrative and logistical support
- 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 UNDP rules, regulations, policies and strategies.
- Implementation of the internal standard operating procedures (SOPs).
- Provision of inputs to preparation of administrative team results-oriented work plans.

2. Ensures effective administrative and logistical support, focusing on achievement of the following results:

- Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance.
- Arrangement of travel and hotel reservations, preparation of travel authorizations.
- Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.
- Administrative support to organization of conferences, workshops, retreats.
- Collection of information for DSA, travel agencies and other administrative surveys.
- Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
- Extracting, inputting, copying and filing data from various sources.
- Maintenance of files in Administrative Unit
- Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents and preparation of POs.
- Ensuring timely submission of attendance records. Act as leave monitor.
- 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.
- Provision of information for audit.

3. Provides support to office maintenance and assets management, focusing on achievement of the following results:

- Maintenance of records on assets management, preparation of reports.
- Implementation of Inventory and physical verification control in the project.
- Maintenance of files and records relevant to office maintenance.

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

- Participation in the training for the operations/projects staff on administration.
- 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 UNDP as an effective contributor to the development of the country

Competencies

IV. Competencies

Functional Competencies:

Advocacy/Advancing A Policy-Oriented Agenda

Level 1.2: Preparing information for advocacy
- Identifies and communicates relevant information for a variety of audiences for advocating UNDP’s mandate

Results-Based Programme Development and Management

Level 1.2: Contributes into results through primary research and analysis
- Assesses project performance to identify success factors and incorporates best practices into project work
- Researches linkages across programme activities to identify critical points of integration
- Monitors specific stages of projects/programme implementation

Building Strategic Partnerships

Level 1.2: Maintaining a network of contacts
- Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
- Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders

Innovation and Marketing New Approaches

Level 1.2: Enhancing processes or products
- Generates new ideas and proposes new, more effective ways of doing thing

Resource Mobilization

Level 1.2: Providing inputs to resource mobilization strategies
- Analyzes information/databases on potential and actual donors

Promoting Organizational Learning and Knowledge Sharing

Level 1.2: Basic research and analysis
- Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.2: Fundamental knowledge of own discipline
- Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating 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

Global Leadership and Advocacy for UNDP’s Goals

Level 1.2: Preparing information for global advocacy
- Identifies and communicates relevant information for advocacy for UNDP’s goals for a variety of audiences

Client Orientation

Level 1.2: Establishing effective client relationships
- Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines

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

Required Skills and Experience

V. Recruitment Qualifications

Education:

Minimum Diploma 3 certification in administration field or related field.

Experience:

5 years of relevant administrative experience. 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 No.