Background

Organizational Context

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.”
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UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We currently implement several projects in four key areas of development: Democratic Governance, Poverty Reduction and MDGs/SDGs,, Conflict Prevention and Recovery and Environment Management, with the overarching aim of improving human development in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality..

UNDP Indonesia is poised to enhance the operations capacity of its projects. A joint Project Operations Team is established to serve a number of projects. The Project Operations Team is client- and solution-oriented, while providing high quality, timely operations services with value for money and in line with UNDP operations policies and procedures. The Project Operations Team works hand in hand with other project colleagues to ensure that UNDP’s quality, timely, efficient delivery on which the Project Operations Team’s success wil eventually be measured.

 

Under the overall guidance and supervision of Project Operations Manager, the Project Clerk is responsible to support the project on a day-to-day basis to cover operationsfunctions such as procurement, HR, general office and general project administration and regulations. He/she provides project support services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Project Clerk promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations.

 

 

Duties and Responsibilities

Function/Key Results Expected


1.    Support the project teams to ensure effective project planning and  implementation focusing on achievement of the following results:

  • Effective support to the  project team in compiling basic information/data on specific project and related topics or issues.
  • Provision of administrative support in preparing submission of  project documentation to be compliance with prevailing delegation authority and relevant procedures, follow up on identified inconsistencies; coordination support with relevant colleagues in Programme/ Operations CO
  • Timely distribution of project documents to relevant parties upon approval and proper filling management .
  • Effective operations support to the project team in line with prevailing government and UNDP’s regulations;


2.    Support to the effective reporting on progress of project implementation

  • Provision of administrative support to the preparation of annual and quarterly work planning as well as project board meetings, audit, operational and financial closure of a project.
  • Provision of administrative support to the preparation of quarterly project reports, in line with the monitoring and reporting guidelines
  • Provision of support to project team in preparation update progress review to the project assurance team on a timely manner;

 
3.    Provides administrative  and logistic support to the Project Management Unit 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.
  • Suport to the filling management in Project Management Unit
  • Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans as applicable
  • Support to Project Procurement Officer in preparatio of documentation for 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 administrative supoort for audit as guided by Project Finance Officer

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

  • Updated  records on assets management and timely preparation of reports.
  • Verified Inventory and physical  checking.

5.    Supports knowledge building and knowledge sharing focusing on achievement of the following results:

  • Participation in the trainings for the operations/ projects staff.
  • Contributions to knowledge networks and communities of practice.

 

Competencies

Competencies and Critical Success Factor

Functional Competencies:
Operational Effectiveness

  • Ability to perform a variety of repetitive and routine tasks and duties related to programme support Operational Effectiveness
  • Ability to review data, identify and adjust discrepancies
  • Ability to handle a large volume of work possibly under time constraints
  • Good knowledge of administrative rules and regulations
  • Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
  • Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
  • Ability to organize and complete multiple tasks by establishing priorities

 

Managing Data

  • Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
  • Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
  • Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
  • Interprets data, draws conclusions and/or identifies patterns which support the work of others
  • Managing Documents, Correspondence and Reports
  • Creates, edits and presents information (queries, reports, documents)  in visually pleasing, clear and presentable formats  such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
  • Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
  • Shows sound grasp of grammar, spelling and structure in the required language
  • Ensures correspondence, reports and documents comply with established UN standards
  • Ability to produce accurate and well documented records conforming to the required standard

 

Planning Organizing and Multitasking

  • Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
  • Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
  • Demonstrates ability to quickly shift from one task to another to meet multiple support needs
  • Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

 

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

Recruitment Qualifications
Education:*    

Diploma (3 years) in Accounting, Finance, Business, Public Administration, Economics, Political Sciences, Social Sciences or other relevant fields of study


Experience:*    

Minimum 5 years for Diploma and 2 years for Bachelor of relevant professional experience, preferably in the field of development

Language Requirements:    •   

Ability to written and spoken English is required;

Skills:     

  • English and Indonesian writing skills
  • Word, Powerpoint, Excel, and other graphic and database programmes.
  • Basic accounting and financial management.
  • Administrative and business process skills
  • Client and result orientation skills
  • Time management
  • Ability to persuade and manage others
  • Authorativeness in his/her areas of responsibilities
  • Event organizing skills

 

Other Requirements:    

  • Demonstrated familiarity with UNDP development projects in Indonesia is an advantage
  • Knowledge of and experience in supporting administration of multi donor projects will be highly desirable.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION .  Click here to download the form : http://bit.ly/P11SC


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


ATLAS POSITION NO.