UNDP Jobs - 13735- Administrative Associate (National) (UN Roster)

Administrative Associate (National) (UN Roster) (re-open)

Location :

Jakarta, INDONESIA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

19-Nov-10 (Midnight New York, USA)

Post Level :

GS-7

Duration of Initial Contract :

12 months

Languages Required :

English

Expected Duration of Assignment :

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

The United Nations system in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, UN Indonesia is opening vacancy for roster of qualified personnel.Candidates will be assessed by UN Human Resources team for particular type/level of function.

Candidates are requested to carefully review the minimum requirements for advertised posts before making a decision to apply. These minimum requirements are stipulated on each vacancy announcement. Depending on the position, other factors to be evaluated may include national versus international experience; progressively responsible and/or diversified experiences at the level of managerial/leadership responsibility held; and, knowledge of a particular geographic region, including local languages.

Selection process will be conducted without regard to race, creed or sex and, so far as is practicable, selection of candidate shall be made on a competitive basis. Qualified candidate who are selected will remain on the roster for 12 months from the date of advertisement and will be contacted by UN agencies as soon as the need for the post arises.

Please note, all applications must be received before the vacancy notice closing deadline. Due to the volume of applications received only those candidates who are under serious consideration will be contacted.

I. Organizational Context

Under the overall guidance and supervision of the DRR/Operations Manager, the Administrative Associate provides the overall administration and execution of varied and inter-related operational and logistical activities in large offices, ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.

The Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the CO and 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
Provision of effective and efficient administrative support services
Support to supply and assets management
Effective administrative and financial control in the office
Proper common services
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 UN/UNDP rules, regulations, policies and strategies.
Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
Preparation of administrative team results-oriented workplans.
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

2. Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.
Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.
Presentation of thoroughly researched information for planning of financial resources for administrative services
Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.
Submission of information on administrative services provided for cost-recovery bills

3. Provides support to proper supply and assets management, focusing on achievement of the following result:

Coordination of assets management in the CO, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
Coordination of the provision of reliable and quality office supplies

4. Ensures effective administrative and financial control in the office, focusing on achievement of the following results:

Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas;
Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
Proper inventory control; supervision of proper issuance of inventory items and supplies.
Review of travel authorizations, documentation, payments
Assistance in the preparation of budget, audit and other reports.
Provision of researched information, reports for audit exercises.

5. Ensures proper common services focusing on achievement of the following results:

Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
Proper planning and tracking of common services budget and of Agencies contributions to the common services account.

6. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Organization of training for the operations/projects staff on administration.
Briefing to staff members on general administrative matters; provision of advice and administrative support.
Sound contributions to knowledge networks and communities of practice.

III. Impact of Results

The key results have an impact on the efficiency of the unit. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country, facilitates subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

IV. Competencies and Critical Success Factors

Corporate Competencies:

Demonstrates commitment to 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 vide range of varied, inter-related complex administrative services
Ability to extract, interpret and analyze data and resolve operational problems
Ability to work with minimum supervision
Ability to supervise and train support staff
Ability to plan and organize work
Good knowledge of administrative rules and regulations
Strong IT skills, knowledge of Atlas
Ability to provide input to business processes re-engineering, implementation of new systems

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure

UNDP Procurement certification programme

Required Skills and Experience

V. Recruitment Qualifications

Education:

Secondary education. Certification in Administration. University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience:

5 to 7 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirements:

Fluency in the UN and national language of the duty station

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