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. Organisational context

Indonesia is one of the world’s largest emitters of CO2, largely from “agriculture, forestry and other land use.”  Over the past five years, Indonesia’s annual rate of deforestation has been one of the largest contributors to Indonesia’s current and expected future emissions under the business-as-usual scenario. They also represent the largest opportunities to abate emissions. 

On May 26, 2010 the governments of Indonesia and the Kingdom of Norway signed a Letter of Intent (LoI) to establish a Partnership for REDD+ to tackle greenhouse gas emissions from deforestation and forest and peat land degradation. As part of the partnership, Norway will provide up to USD 1 billion to Indonesia’s REDD+ efforts. Management of the partnership has been entrusted to a National REDD+ Task Force, which was established by Presidential Decree No.19 in September 2010 and further reconstituted by Presidential Decree No.15 in September 2011.

Following the establishment of the National REDD+ Task Force, the Government of Indonesia requested the UN Secretary General to consider establishing appropriate institutional structures in Indonesia to support the National REDD+ Task Force and other allied actors, both government and civil society . In view of the enormity and complexity of the task, the Secretary General responded positively to the request and following high level inter-agency negotiations coordinated by the Chair of the UN Development Group, an MoU was signed between the United Nations System and the Government of Indonesia in September 2011 to establish the UN Office for REDD+ Coordination in Indonesia (UNORCID) with a comprehensive mandate to support the Government of Indonesia and numerous stakeholders in implementing Indonesia’s REDD+ and related priorities. Following the signing of the MoU between the UN System and Indonesia, UNDP, UNEP, UNESCO, ILO, UNOPS, UNODC and FAO have joined as additional parties to the MoU. At this time, UN Women, UNIDO and several other UN Agencies are also actively considering their joining the MoU.
UNORCID has a finite life-span that, unless renewed by mutual agreement between the parties to the MoU, expires in September 2015. Based in the UNORCID Head Office in Jakarta, the Administrative Associate will work under the supervision of the Chief of Operations Support Unit and in close collaboration with relevant government entities, embassies, consulates and travel agencies in relation to visa and travel support.  

Duties and Responsibilities

II. Functions / Key results expected

Summary of Key Functions and Responsibilities:

The Administrative Associate for Operations Support at UNORCID Head Office (hereafter “HO”) reports to the Chief of Operations Support Unit and will be responsible for performing administrative tasks and assisting the UNORCID HO Operations Support Unit in all tasks related to Operations Support.

Under the guidance and supervision of the Chief of Operations Support Unit, the Administrative Associate for Operations Support provides support on daily activities and office operations performing a variety of standard administrative tasks in ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.
 
The Administrative Associate for Operations Support works in close collaboration with the Management, Operations and Programme staff in the HO and the field to exchange information and ensure consistent service delivery relating to organizing and coordinating operations support activities.

Key responsibilities of the Administrative Associate for Operations Support:

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

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

2. Ensures effective and efficient functioning of the UNORCID HO operations/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:

• Organization of shipments, customs clearance arrangements, preparation of documents for UNORCID shipments (received/sent),
• Preparation of all necessary documentation, implementation of follow-up actions
• Performance of a Buyer role in Atlas and preparation of POs for travel activities.
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas,identity cards and other documents.
• Administrative support to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• 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.
• 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
• Provision of support to maintenance of common premises and common services

5. Support 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.
• Sound contributions to knowledge networks and communities of practice.;

III. Impact of Results
 
The Administrative Associate – Operations Support will greatly contribute to the success of the work of UNORCID by supporting the Chief of Operations Support Unit and all office staff and partners by providing optimal support in all matters related to operations support.

The key results of the AA - OS’s work will have an impact on the efficiency of UNORCID. Accurate presentation of information strengthens the capacity of the office vis-a-vis both staff and partners and promotes the image of UNORCID as an effective partner for the country in the implementation of the REDD+ Programme.

The work of the UNORCID Operations Support Unit will enable UNORCID and its counterparts and stakeholders to collaborate more effectively. Information sharing and dissemination will allow for a strategic appreciation of the results achieved; the problems encountered; the lessons learned; and the knowledge gained from implementing the National REDD+ Programme in Indonesia.

Competencies

IV. Competencies and critical success indicators

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
- 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
- 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

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:

 Secondary education. Certification in administration desirable

Background  and Experience:

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

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.

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