Antecedentes

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 Manager and Project Associates, the Finance and Administration  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 Administration Assistant works in close collaboration with Finance staff in the UNODC Regional Centre for East Asia and Pacific based in Bangkok and UNODC headquarters in Vienna as well as other UN agencies staff to ensure consistent service delivery.

Deberes y responsabilidades

II. Functions / Key Results Expected

Summary of Key Functions:

• Implementation of operational strategies
• Provision of administrative and financial support
• Provision of support to office maintenance and inventory 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 with UNODC / UNDP rules, regulations, policies and strategies.
• Provision of inputs to preparation of administrative team results-oriented work plans.

2. Provides administrative and financial support, focusing on achievement of the following results:

• Provision of assistance for Project Manager and Project Associate in day-today monitoring and evaluation of the project
• 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).
• Provision of assistance in organising, in cooperation with Government counterparts, seminars and conferences admission related to the UNODC project.
• Arrangement of official travel, including preparing travel arrangement for training participants and assist in compiling travel expense reports.
• Maintenance of financial records (principally records of budgets and expenditures), assists in financial monitoring and reporting of project activities including consultancies, sub-contracts, travel, workshops and meetings.
• 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.
• 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.
• Maintenance of computer-based correspondence and financial records and filing system in line with the filing system used by UNODC/UNDP
• Maintenance of routine office management and administration including maintenance of office records, documents, all incoming and outgoing project correspondences and communications. Establishment and maintenance of a coherent filling system for the project as a whole and an up-to-date list of contact addresses and other record systems where necessary.
• Support to protocol matters, registration of staff, coordination with local authority on space and other administrative matter
• Provision of other assistances as assigned by Project Manager and the RC Representative, or his designee

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

• Monitoring and maintenance all office supplies & inventory of equipment related to project
• Maintenance of inventory records .
• Maintenance of files and records relevant to office maintenance.

4. 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 overall execution of the project financial services and success in implementation of operational strategies.

Competencias

IV. Competencies and Critical Success Factors

Corporate Competencies:

• Demonstrates commitment to UNODC/UNDP’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work.
• Ability to review data, identify and adjust discrepancies
• Ability to produce accurate and well documented records conforming to the required standard
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations
• Strong IT skills

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback

Habilidades y experiencia requeridas

V. Recruitment Qualifications

Education:   

• Diploma Certificate (D3) in Secretarial/Office Administration.  

Experience:   

• At least 2 years of work experience in project work preferably in administration and finance.

Language Requirements:   

• Fluent verbal and written English and Bahasa Indonesian

ALL 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.