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: 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.

I. Organizational Context

The Secretary-General and the General Assembly called for UN organizations to implement Common Services (CS) in country offices. The CS initiatives must be linked to the programmatic framework that they support. Thus, there is the need to implement operational initiatives that directly support Indonesia’s country programme implementation and service delivery.

Towards this objective, the UN Operations Management Team (OMT) in Indonesia agreed to promote a program of implementing various CS in Indonesia. Due to the complexity of the matter and the involvement of many UN Agencies in Indonesia, it was seen necessary to have a dedicated UN Common Services Associate who will manage the overall UN CS starting from the work plan, up to the implementation, monitoring and reporting. Under the overall guidance and supervision of the DRR-Operations/Chair of the UN OMT, the CA Associate provides the overall administration and execution of varied and inter-related operational and logistical activities for all UN Agencies in Indonesia ,   ensuring high quality and accuracy of work. The CS  Associate promotes a client, quality and results-oriented approach.
 
The CS Associate works for the UN-OMT and in close collaboration with the Administrative Officers of the UN agencies in Indonesia to exchange information and ensure consistent service delivery. He/she will also work on the day-to-day basis with the OMT members on CS matters. The interaction with the supervisor will take place on a daily basis, thus allowing continuous performance monitoring against the work plan. Performance Appraisal will be undertaken through the Results and Competency Assessment (RCA) as per UNDP standard procedures.

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 of CSA funded items
  • Effective administrative and financial control in the office
  • Provision of  common services
  • Support to knowledge building and knowledge sharing among UNOMT members
  • Managing the implementation of the UN Common Services Activities (CSA) and proactively engaging the UN agencies to ensure accountability and reporting the CSA.
  • Preparing and administering/monitoring CSA budget and its cost sharing using Atlas functionalities.

1. Ensures implementation of operational strategies and implementation of CS workplan focusing on achievement of the following results:

  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  • Prepare and implement result-oriented CS Annual Work Plan (AWP) and monitor progress of CS arrangements.
  • Prepare and finalize the MOU with UN agencies participated in the CSA; and ensure billing statement on their respective share of the CSA budget is settled in a timely manner.
  • Ensure timely development of CS annual work plan (AWP) and budget, and manage the AWP in Atlas.
  • Prepare the biannual CS reports for the OMT.
  • Liaise intensively with members of the UN-OMT on CS procedural functions, collection and reporting of CSA fund.
  • Identify constraints and delays to bring to the attention of the OMT with alternative solutions for collective consideration by the OMT.
  • Maintain and optimize the use of network with regional CS experts on various technical and country issues pertaining to CS, and follow-up with members of the OMT.
  • Be part of the office asset inventory team to ensure propose management of assets procured using CSA budget.
  • Maintain the UN Indonesia Common Services website.
  • Support to the UN administrative business processes mapping and elaboration of  the internal standard operating procedures (SOPs).
  • Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with UN-OMTt.

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

  • Coordination and supervision of support staff engaged in  general support services, including logistics and general administration, etc.
  • Coordination and supervision ofCSA activities and events management, administrative surveys (such as hotel survey for annual DSA Review) space management, preparation of procurement plan for CSA funded assets.
  • Presentation of thoroughly researched information for planning of financial resources (CSA annual budget) for UN OMT consideration and approval.
  • Support with protocol matters, coordination with government counterpart on on UN premisese and other administrative matters.
  • Submission of information on administrative services provided for cost-recovery bills.
  • Under the guidance of the OMT Chairperson, the UN Common Services Associate will oversee the CS budget and cost sharing arrangements.
  • Ensure timely development of CS annual budget, for timely review and approval of UN Country Team and prepare periodic financial reports using Atlas functionalities.
  • Conduct a cost benefit analysis of the various possible CS and develop a priority implementation plan for the feasible new CS initiatives.


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

  • Coordination of assets management procured under CSA budget, 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, and maintenance of administrative and financial 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 and financial rules and regulations; creation of voucher  in Atlas.
  • Review of data integrity in the database, ensure proper internal control system; 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, periodic financial reports,  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 UN OMT members and administrative officers on topics of common interest.
  • Briefing to staff members on general CSA administrative matters; provision of advice and administrative support, as needed.
  • Sound contributions to knowledge networks and communities of practice.
  • Assist the OMT Chairperson in the following tasks that are related to the CS: preparing for the OMT meeting, disseminate information and draft the OMT minutes of meeting.
  • Timely follow up actions as concluded and agreed upon at the OMT meetings.
  •  Organize and plan CS workshops and meetings, as required and ensure timely dissemination and follow up of the outcomes.
  • Maintain an organized document repository of all related CS documents.
  •  Prepare, monitor and disseminate CS Best Practices in Indonesia and active in management practice network for better manage the CS activities.

III. Impact of Results

The key results have an impact on the efficiency of the work of UN agencies through UNOMT. Accurate analysis and presentation of information strengthen the capacity of the office and promote the image of UN as an effective contributor to the development of the country, facilitate subsequent action by a supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.
The CS arrangements result in economies of scale, increased bargaining power, and enhanced reliability and quality of services. It increases inter-agency collaboration; efficiency and effectiveness of the UN partners involved and reduces their operational transaction costs. Increased operational efficiency and collaboration within the UN country programmes will result in a greater impact on national development objectives.

 

Competencies

IV. Competencies and Critical Success Factors

Corporate Competencies:

  • Demonstrates commitment to UN’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 asupport staff and has good training delivery/presentation skill
  • Ability to plan and organize work
  • Good knowledge of administrative rules and regulations
  • Strong IT skills, knowledge of Atlas
  • Excellent communication skill
  • 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

 

Required Skills and Experience

V. Recruitment Qualifications

Education: 

  • Secondary education.  Certification in Administration and solid accounting background.  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 ( please download here ) AND SUBMIT AS PART OF THEIR APPLICATION


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.