UNDP Jobs - 14247- Administrative Assistant

Administrative Assistant

Location :

Jakarta, INDONESIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

18-Jan-10 (Midnight New York, USA)

Post Level :

SC-5

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 andRecovery, 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

Background

UNDP DGU (Democratice Governance Unit) is supporting two projects, AGTP and NITP that are aimed at supporting post-recovery transition processes in Aceh and Nias respectively. These projects work closely with local governments in Aceh and Nias respectively.
The first project is the Aceh Government Transformation Programme (AGTP), which is a project implemented under the guidance and direct supervision of the Governor of Aceh. This project is executed according to the “National Execution” modality agreed between UNDP and the Government of Indonesia. This project includes, among others, provision of Special Advisers who provide policy support to the Provincial Governor, provision of immediate transition support to relevant provincial agencies (or Satuan Kerja Perangkat Aceh, SKPA) and provision of capacity building and technical assistance for the NAD Provincial Human Resources, Education and Training Agency (or Badan Kepegawaian, Pendidikan dan Pelatihan, BKPP).
Although a number of AGTP project activities have been ongoing since the last quarter of 2007, the project is currently starting up a full fledge implementation, following the signing of the AGTP project document between UNDP and the Ministry of Home Affairs.
The second project is the Nias Island Transformation Programme (NITP), which is a project to support transition in Nias Island. The Project builds on the work of BRR and other rehabilitation and construction support projects to facilitate the transition from implementation by these agencies to the ongoing recovery and implementation of GOI funded activities at provincial and district levels, and to support development and implementation of a pro-active disaster risk reduction (DRR) in the responsible GOI structures (SATKORLAK and SAKLAT), and supporting NGOs.

Each projects is managed respectively by a project management unit (PMU) based in Aceh (AGTP PMU), Nias (NITP PMU) The implementation of both projects are backstopped by the UNDP DGU project assurance team in its Country Office in Jakarta under the Local Governance Transformation Cluster to provide backstopping support to both PMUs, in Aceh and Nias .
The Administrative Assistant will support programmes/projects implemented by Local Governance Transformation Cluster, namely, Aceh Government Transformation Programme, Nias Island Transition Programme under Democratic Governance Unit (DGU) in the area of administration and finance through the ATLAS Integrated Resource System as well as providing secretarial support to programmes/project and slightly of substantial.

Duties and Responsibilities

II. Functions / Key Results Expected

Duties and Responsibilities

Reporting to the Programme Officer for AGTP, NITP & CSO (Recovery - Capacity Building Cluster), the Administrative Assistant will carry out the following duties and responsibilities:

Programme Support:

1.Monitoring programme implementation and administrative AGTP and NITP project activities.
2.Ensure that data and information on above projects are properly arranged in G-drive and also in filing system.
3.Undertake field missions, as required, to work with project teams to ensure proper treatment of files and asset records in compliance with UNDP standards and procedures.

Administrative Support:
1.       Ensures proper application of administrative rules and procedures, and keeps abreast of changes in rules and procedures.
2.       Enters financial and other data into database and spreadsheet software and assists to process the date into reports; processes in ATLAS system vouchers and requisition for projects and travel.
3.       Arranges meetings with donors, government officials, etc.
4.       Maintain an up-to-date list of contact addresses and other record systems as necessary.
5.       Prepares and arranges documents for official travel, including national and international travel, as well as proper visa clearances
6.       Provides administration and logistic support for visiting national and international experts.
7.       Supports personnel and recruitment processes, including preparing recruitment documentation and other necessary document.
8.       Arranges contracting processes, including for project activities, leasing and rentals, etc.
9.       Maintains leave monitoring and daily attendance records.
10.   Ensuring all the UNDP programmes/projects is conducted in accordance to UNDP policies, procedures and rules.
11.   Slightly involve in substantial programme issues.

III. Impact of Results The key results have an impact on the efficiency of the unit.
Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is crucial in results of work and timely finalization.

Competencies

Competencies

1. Corporate Competencies:
Demonstrates commitment to UNDP’s mission, vision, and values.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

2. Functional Competencies:

a. Knowledge Management and Learning:

Shares knowledge and experience.
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

b. Development and Operational Effectiveness:

Ability to perform a variety of specialized tasks related to Results Management, including support to design, and planning implementation of program, managing data, reporting.
Ability to provide input to business processes re-engineering, implementation of new system, including new IT-based systems.

c. 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 pressures
Demonstrate openness to change and ability to manage complexities.

Required Skills and Experience

Education :
Secondary Education .
Certification in Administration.
University Degree in BUsiness and Public Administration desirable, but its not a requirement

Experience :
-3 years Diploma with four years of relevant professional experience or D2 with five years of exerperience.
-Knowledge of UN or UN System administrative rules and procedures is a definite asset

Language :
(Proficient in English language, spoken and written. Ability to write reports, make presentation, etc)
Proficiency i9n Bahasa Indonesia is a must

All applicants must complete a P-11 form and submit it 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.