UNDP Jobs - 13967- Administrative Assistant PGSP (National)

Administrative Assistant PGSP (National)

Location :

Jakarta, INDONESIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

27-Dec-09 (Midnight New York, USA)

Post Level :

SC-4

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

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: Democratic Governance, Regional Development and Poverty Reduction, Conflict Prevention and Recovery, and Environment and Climate Change. Besides the four priority areas, UNDP Indonesia is also engaged in crosscutting initiatives such as HIV/AIDS and gender equality.

I. Organizational Context

The United Nations Development Programme (UNDP) works to support democratic development and the promotion and protection of the rule of law in Indonesia. Democratic governance provides the necessary enabling environment to reduce inequalities, alleviate poverty and achieve the Millennium Development Goals (MDGs). The UNDP works to promote democratic governance in Indonesia including in supporting decentralization and local governance reform.

The Provincial Governance Strengthening Program (PGSP), supported by UNDP and implemented by the government of Indonesia, has been developed to assist the government of Indonesia to address some of the key challenges associated with decentralization.

Both projects will be implemented under the framework of the UNDP Country Program Action Plan (CPAP) 2006 -2010 applying National Implementation Modality (NIM) whereby the National Planning Board (BAPPENAS) is designated as Implementing Partner. UNDP and the implementing agency, BAPPENAS, are working together towards the achievement of above activities. To ensure that administrative activities of the project run in timely manner, and in line with rules and regulations of UNDP and implementing agency, a qualified candidate is sought to fulfill the position of administrative assistant, who will be based in the project management unit.

Duties and Responsibilities

II. Functions / Key Results Expected

Under direct supervision from the Project Manager of PGSP , the Administrative Assistant will work closely with Administrative and Finance Assistant and will ensure that administrative activities of the project run in line with the rules and regulations of UNDP and implementing agency. More specifically, the Administrative Assistant is to discharge the following functions:

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with KEPPRES 80/ 2003 and UN/UNDP rules, regulations, policies and strategies (i.e. Programme and Operations Policies and Procedures / POPP and Project Management and Implementation Guidelines / PIMG).
Provision of inputs to preparation of administrative team results-oriented work plans.

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

Receipt of shipments, customs clearance arrangements, preparation of documents for Project Management Unit 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.
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
Extracting, inputting, copying and filing data from various sources
.Maintenance of files in Administrative Unit

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

Collection of information on assets management, maintenance of records and files on assets management.
Maintenance of files and records relevant to office maintenance.

III. Impact of Results

The post will contribute to the overall functionality of the Project Management Office of PGSP and facilitate the work of the Project Manager PGSP.

Competencies

IV. Competencies

Corporate Competencies

Demonstrates commitment to UN mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Excellent inter-personal and general communication skills

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 new acquired skills

Development and Operational Effectiveness

Ability to perform a variety of standard tasks related to administrative and financial aspects
Ability to provide input to coordination related activities

Leadership and Self-Management

Ability to work with minimum supervision in a multi-cultural environment
Focuses on result for the working group 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

Required Skills and Experience

V. Recruitment Qualifications

Education:

Minimum Diploma 2, or equivalent in Secretary, Accounting, Finance, Audit and related fields.

Experience:

3 years of relevant administrative experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Excellent communication skills; meticulous and detailed oriented.
Computer literate, particularly with MS Office suites.

Language Requirements:

Good knowledge in Bahasa and English (written and spoken)

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.