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.”

UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.”

The Indonesian Graduate Skills Deveopment (GSD) Programme is a unique opportunity for young Indonesians with passion for international development, who have the potential to become future leaders of our institution. It is designed for highly qualified and motivated young people skilled in areas relevant to UNDP practice areas such as Poverty Reduction and Gender, Democratic Governance, Energy and Environment, Communication and General Operations.

Under the supervision of the respective Head of Unit Operations, the young graduate (YG) will work in an office environment with an emphasis on teamwork. The supervisor will be responsible to provide primary oversight of the work and provide learning opportunity to the candidate assigned to them. YG main role is to provide support services to operations personnel and other relevant stakeholders.

 

 

Duties and Responsibilities

The YG will actively  assist the respective Operations Team depending on their interest and education background with the scope of work as described below:

1.    To provide support to the administrative team in the area of cost recovery, asset management, record management, e –registry and event management as follows:

  • Support in the management of the Service Tracking System to maximize cost recovery of services provided to other UN agencies
  • Provide daily system administration, asset and record management support
  • Participate in reviewing of business processes to streamline and improve existing business processes and document existing and new business processes in graphical forms (using MS Visio).
  • Support to the implementation of an e-registry system.
  • To provide effective support in organization  of workshops, UN/UNDP events.

2.    To provide support on the review and analysis of the procurement and contracting practices  to  ensures a client-oriented, consistency, compliance approach with UNDP rules and regulations and good management practice in such a complex operations as follows:  

  • Effective support in contract management , including capacity building, technical support  to other programs, and to review contracts to be in line with corporate legal requirements and ensure provision of adequate legal services if required.  
  • Administrative support to the procurement and contracting practices including but limited to the quality control of bidding documents, guarantees, applications for review by the Procurement Committee (CAPC and ACP) .
  • Support to the contract specialist on analysis and review of existing internal office practices and policies with respect to NGOs and CSOs and propose ways and means to ensure more effective dealings with these organizations
  • Administrative support on desk review  and maintain documentation of review process

3.    To provide support to the financial resource management team as follows:

  • Provision of support to the monthly financial reporting and analytical review
  • Support in preparation of monthly financial reporting sourced from ATLAS system (PeopleSoft based, developed by Oracle)
  • Support  in conducting analytical review over budget vs actual over financial performances
  • Effective administration support in tracking the billing and  accurate review for audit purpose.  

4.    To provide support to the Human Resources team as follows:

  • Implementation of recruitment processes including :

o    drafting job description
o    provision of input to job classification process in consultation with HR officer,
o    drafting vacancy announcements
o    screening of candidates
o    administrative support for interview/written test process
o    collecting reference check
o    updating e-recruitment file and maintenance of hardcopies documentation

  • Provide admin support to HR associate in managing HR  letters
  • Provide logistical support for learning events and other staff events managed by HR
  • Tracking data on registration personnel for learning management system
  • Support to the HR associate in updating list of staff in HR database
  • Support to the HR assistant in managing personnel files
  • To help Head of Unit to create inventory skill database and ensure the HR website is updated regularly

5.    Effective functioning of the CO hardware and software packages, focusing on the achievement of the following results:

  • Performance of specific technical functions, including changing of hardware electronic components (disks, memories, network wiring, power sources, etc.) and routine repairs.
  • Support in the installation of commercial and in-house developed software and related upgrades
  • Support in upgrading patch and anti-virus programs on a timely basis.
  • Monitoring of file server traffic, usage and performance on a frequent and regular basis.
  • Support to users in backing up and restoring their files, as well as in virus detection, removal and prevention.
  • Maintenance of an up-to-date inventory of software and hardware.
  • Maintenance of a library of ICT related reference materials.
  • Extraction of data from various sources.
  • Research and retrieval of l data from internal and external sources; preparation of statistical charts, tables and reports as required.
  • Provision of ICT support to key events.

 

6. Actively participates in learning opportunities and provide effective facilitation of knowledge building and knowledge sharing activities.

 

Competencies

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity  
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Learning and sharing knowledge and encourage the learning of others.

Functional Competencies:       

  • Display a commitment and understanding of development cooperation issues
  • Flexibility and the capacity to work in different units of the Country Office
  • Maturity combined with tact and diplomacy
  • Ability to adapt quickly to new working environments
  • Exhibit excellent client engagement and communication skills suitable for working in an international organization
  • Good command of English, both written and spoken is essential
  • Have working knowledge of additional languages relevant to the UNDP work

 

Required Skills and Experience

Education:*    

  • Had recently (not more than 2 years) obtained a Master’s degree or equivalent at the time of submitting application. The undergraduates (Bachelors) degree holders will also be considered, however preference will be given to those holding Master’s Degree.
  • Excellent academic record

Experience:*    

  • No prior job experience is required. However, 0 – 24 months of professional experience and extensive experience in student/community organization during their study would be preference
  • Be flexible and have the ability to work in different areas of the institution
  • Fully computer literate (MS Office)
  • Knowledge of - or proven interest in – programme management
  • Demonstrated keen interest in the work of the UN, and of UNDP in particular, and have a personal commitment to UNDP's Statement of Purpose  and to the ideals of the UN Charter;
  • Demonstrated the ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views
  • Demonstrable skills in analytical thinking, communication, and research.
  • An interest in global mobility; adaptability to varied physical and other environments; a desire to work with and gain the confidence and respect of people with different language, national and cultural backgrounds.
  • Relevant certifications in hardware and software management and application for ICT graduates would be preferrable

Language Requirements:    

Good communication skills; speaking, writing and editing skills in English
 
Other Requirements:

  • Be a citizen of the country.
  • Female candidates are highly encouraged to apply.
  • Be 28 years of age or younger when entering the YG programme.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION AND PLEASE STATE YOUR AREAS OF INTEREST WHICH WE WILL BE CONSIDERED DURING SELECTION PROCESS.  Click here to download the form : http://bit.ly/P11system

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. Female candidates are strongly encouraged to apply . All applications will be treated with the strictest confidence.

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