Jobs - 33848- 33848 - UNODC Finance and Administrative Assistant

33848 - UNODC Finance and Administrative Assistant (For Indonesian national only)

Location :

Jakarta, INDONESIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

15-Nov-12 (Midnight New York, USA)

Post Level :

SC-5

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

12 months

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

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 Finance and Administrative Assistant provides support to administrative as well as financial services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Finance and Administrative Assistant promotes a client-oriented approach consistent with UNODC/UNDP rules and regulations.

The Finance and Administrative Assistant works in close collaboration with all project team in CO and 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

II. Functions / Key Results Expected

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 accounting and UNODC cash management
- 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, financial processes and records with UNODC/UNDP rules, regulations, policies and strategies.
- Provision of inputs to preparation of administrative team results-oriented workplans.

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 services, focusing on achievement of the following results:

- Organization of shipments, customs clearance arrangements, preparation of documents for UNODC shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
- Preparation of Travel Obligations (TOs) and Purchase Obligations (Pos) for travel and event activities, including collection of information for DSA, travel agencies, visa request, identity cards and other administrative support.
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documentations, receipt of quotations, bids of proposal, their preliminary evaluation and preparation of PO.
- Administrative support to organization of meetings, workshops, and trainings where necessary takes minutes of section meeting (including the agenda, arrangement of the venue and providing supporting documents).
- Maintenance of routine office management and administration including maintenance of office records, documents, all incoming and outgoing project correspondences and communications.
- Maintenance of computer-based correspondence and filing system in line with the filing system used by UNODC/UNDP
- Provision of other assistances as assigned by Project Coordinator, OIC and the RC Representative, or his/her designee

4. Provides support to accounting and UNODC cash management, focusing on achievement of the following results:

- Maintenance of financial records (principally records of budgets and expenditures), assists in financial monitoring and reporting of project activities which have to be recorded in the Profi.
- Preparation of inputs to the process of preparing project budget revisions, as appropriate, and on a timely basis in order to ensure smooth flow of allotments from UNODC HQ.
- Preparation of annual financial report for submission to donor in coordination and certification of HQ.
- Preparation of monitor to all expenditure incurred. Generates monthly expenditure report statement in respect of project expenditures and ensures timely and accurate submission of financial reports to UNODC.
- Maintenance of the internal expenditures control system which ensures that payments (invoices) processed are matched and completed, transactions are correctly recorded and posted in Field Office Management Ledger (FOML); travel claims and other entitlements are duly processed.
- Management of cash receipt.
- Maintenance of the proper filling system for finance records and documents.
- Initiation of bank transfers and deals in FOML

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

- Support maintenance of records on assets management, preparation of reports.
- Support maintenance of files and records relevant to project
- Take the lead in maintaining pleasant working environment in the Country Office in cooperation with other unit members.

6. 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 and execution of the CO financial services management in term of quality and accuracy of work. Accurate data entry and presentation of administrative and financial information and a client-oriented approach enhances UNODC’s capability to effectively and efficiently manage financial resources.

Competencies

IV. Competencies and Critical Success Factors

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 the donor of the project)
- Possesses good knowledge on project financial management
- 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 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

V. Recruitment Qualifications

Education:
University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:
Minimal 3 years (for Bachelor Degree) or 5 years (for Diploma) experience in administration or project/programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc).

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

ATLAS Position No. 00062543

STS S12110027