Background
THIS IS IMO POST, PLEASE SEND DIRECTLY APPLICATION IN LINE WITH APPLICATION PROCEDURE AS OUTLINED BELOW
I. Organizational Context
Under the guidance and supervision of the Marine Electronic Highway Demonstration (MEH) Project Manager, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
Duties and Responsibilities
II. Functions / Key Results Expected
Summary of Key Functions:
- Assist the Project Manger in all administrative issues with local, regional, and Project Authorities
- Support the effective and efficient functioning of the Project Manager’s office
- Assist in the administrative and logistical services
- Make the necessary travel and logistical arrangements for the Project Manager’s office
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of administrative activities with UN rules, regulations, policies and strategies.
- Provision of inputs to preparation of administrative team results-oriented workplans.
2. Ensures effective and efficient functioning of the unit (DRR’s office/operations unit/ administrative unit), focusing on achievement of the following results:
- Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
- Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
- Translation of simple correspondences, when needed.
3. Ensures effective administrative and logistical support, focusing on achievement of the following results:
- Assist the Project Manager in all daily issues with local companies such as telephone company, electricity company, post office, etc;
- Performance of a Buyer role and preparation of Purchase Orders for travel activities.
- Support to organization of procurement of equipment for Project Manager’s Office, and for dayto-day material such as stationery, stamps etc
- Ability to make travel reservations and organize accurate travel claims for submission to the IMO London;
- Administrative support to conferences, workshops, retreats.
- Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.Provide executive secretariat support functions for the Project Steering Committee, Working Group, and Technical Committees, and other project-related meetings as needed and as directed by the Project Manager:
o Preparation of briefing notes, documents and reports;
o review and preparation for publication of guidelines and manuals; and
o contacting relevant public and private organizations, governmental and non-governmental as well as the industry to co-ordinate project-related meetings;
3. Travel with PMO to assist in meetings in the region (Malaysia, Singapore, Indonesia);Take minutes for meetings and prepare reports in accordance with IMO standards
- Organization skills and capability to perform duties with minimal supervision;
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Extraction of data from various sources.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
- Assistance in the preparation of budget, provision of information for audit.
4. Provides support to office maintenance and assets management, focusing on achievement of the following results:
- Maintenance of records on assets management, preparation of reports.
- Maintenance of files and records relevant to office maintenance
- Provision of support to maintenance of common premises and common services
5. Support 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.
- Sound contributions to knowledge networks and communities of practice.
III. Impact of Results
The key results have an impact on the efficiency and effectiveness of theProject Manager’s office. The Ad
Competencies
IV. Competencies and Critical Success Factors
Corporate Competencies:
- Demonstrates commitment to Project Office and its objectives
- 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 and applies acquired skills
Development and Operational Effectiveness
- Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
- Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
- Ability to perform work of confidential nature and handle a large volume of work
- 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
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under press
Required Skills and Experience
V. Recruitment Qualifications
Education:
- Bachelors in Business Administration, Economics and other relevant fields with Certification in administration desirable.
Experience:
- 3 to 5 years of relevant experience in administration or programme support service.
- Sound knowledge and experience in the usage of computers and office software packages (MS Word, Excel,Powepoint etc.).
- Experience in handling of web-based management systems. Capability of typewriting and formatting (to IMO standards) long documents, more than 100 pages.
- Capability to minute meetings and restitute without mistakes
Language Requirements:
- Fluency in English and Bahasa Indonesian
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