Background

This is a position with the United Nations Office on Drugs and Crime Project Office in Jakarta.

Under the guidance and supervision of the Project Coordinator and Project Associates, the Logistical and Administration Assistant provides support to logistical as well as administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Logistical and Administration Assistant promotes a client-oriented approach consistent with UNODC/UNDP rules and regulations.

The Logistical and Administration Assistant works in close collaboration with Project Coordinator in CO and Logistical and administrative staff in the UNODC Regional Centre for East Asia and Pacific based in Bangkok, UNODC headquarters in Vienna, UNDP Jakarta as well as other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

• Implementation of operational strategies
• Support to effective and efficient functioning of the 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, logistical processes and records with UNODC/UNDP rules, regulations, policies and strategies.
- Provision of inputs to the project office procurement business processing mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement, logistic and administrative in consultation with direct supervisor.

2. Ensures effective and efficient functioning of the 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.
- Translation of simple correspondences, when needed

3. Provides administrative and logistical services, focusing on achievement of the following results:

- In coordination with Administrative Assistant as HR focal point to prepare procurement plans and staff recruitment for the project office
- In coordination with Administrative Assistant to support to of procurement processes of the project office including preparation of comparative quotation and payment obligations with referring to the required rules/regulations
- In coordination with Administrative Assistant to support to of recruitment processes of the project office including preparation of term of reference, request for contracting and minutes of selection with referring to the required rules/regulations
- Preparation of Purchase Orders and contracts within the project office, maintenance of the filling system in the procurement area within the project office
- Implementation of the internal control system which ensures that procurement processes are duly conducted and in line with required rules/regulations.
- 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 and office inventory
- Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.

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
- Take the lead in maintaining pleasant working environment in the Project office in cooperation with other unit members

5. 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 logistical and administration.
- Contributions to knowledge networks and communities of practice.

IV. Impact of Results
The key results have an impact on the efficiency of the unit and execution of the CO administrative and logistical services management in term of quality and accuracy of work. Accurate data entry and presentation of administrative and logistical information and a client-oriented approach enhances UNODC’s capability to effectively and efficiently manage financial resources.

Competencies

Functional Competencies

Building Partnership
Level 1.1 : Maintaining information and database
- Tracks and reports on mobilized resources

Promoting Organizational Learning and Knowledge Sharing
Level 1.1 : Basic research and analysis
- Researches best practices and posses new, more effective ways of doing things
- Identifies and communicates opportunities to promote learning and knowledge sharing
- Document innovative strategies and new approaches

Job Knowledge/Technical Expertise
Level 1.1 : Fundamental knowledge of processes, methods and procedures
- Understands the main processes and methods of work regarding the position
Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work task (specialized knowledge related to administration and financial resource management including maintaining accounts receivables and account payables, making financial report to headquarter and European Union as the donor of the project
Possesses good knowledge on European Union project
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrate good knowledge of information technology and applies it in work assignment

Promoting Organizational Change and Development
Level 1.1 : Presentation of information on best practices in organizational change
- Documents “best practices” in organizational change and development within and outside the UN system particularly UNODC system
- Demonstrates ability to identify problems and proposes solutions

Design and implementation of Management System
Level 1.1 : Data gathering and implementation of management systems
- Uses information/databases/other management systems
- Make recommendations related to work procedures and implementation of management systems
- Provides input to the development of simple accounting system

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
- Establishes, builds and sustains effective relationships with the work unit and with internal and external system

Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
- Gather and disseminate information on best practice in accountability and results based management system
- Prepares timely report to headquarter and EU as the donor

Core Competencies :
- Demonstrates corporate knowledge and sound judgment
- Demonstrate ethics and integrity
- 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.
- Informed and transparent decision making

Required Skills and Experience

Education: University Degree in any field.

Experience: 
- At least 3 year experience working with UN agency in particular the administrative and logistical area
- Experience in working with project management
- Prior work experience with the UN project

Language Requirements: 
Fluency in the UN and national language of the duty station