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. Organisational Context
The Project Administrator will provide general administrative support within the LEAD Project Management Unit (PMU), ensuring the efficient administration of personnel, payments (including petty cash), procurement, travel, etc. and will occasionally be required to support the organisation of events.? An important area of responsibility will be to act as administrator of the project website; training will be provided to assume responsibility for this role, if required.
S/he will be located in the LEAD Project offices in Menteng, Jakarta, and will be directly supervised by the LEAD Project Manager, working closely with the Finance and Administration Associate and the Grants Administrator in the PMU.? Frequent liaison will be required with UNDP Governance Unit, and with the LEAD Project offices in BAPPENAS and at the provincial level in Palu, Kendari and Ternate.
Duties and Responsibilities
II. Functions/Key Results Expected
- Provide effective administrative support for financial control of the LEAD Project:
- Prepare advance payment requests / other payment requests
- Liaison with Governance Unit to follow up on payments and other processes
- Maintain petty cash system, inventory and stock control
Expected Results:
LEAD Project maintains robust systems for financial control, and is able to present accurate and complete information for internal and external audits.
2.Act as website administrator for the LEAD Project website:
- Maintain regular liaison with website contractor
- Coordinate the website working group within LEAD PMU
- Ensure that the website is regularly updated by posting information provided by LEAD staff
Expected Results:
The LEAD Project website content is up to date, of high quality and reflects current project activity. A process is agreed and in place for obtaining information from PMU staff members for posting on the website.
3, Maintain accurate records relating to project personnel:
- Maintain records for staff leave, attendance and staff movements in all project offices
- Develop and maintain a systematic filing system of all key LEAD documents (in hard copy and soft copy) in line with audit requirements
- Liaise with UNDP Governance and Admin Units to make arrangements for official staff travel, and process travel settlements
Expected Results:
Accurate and complete personnel records are maintained and travel arrangements made according to current UNDP practice and regulations.
4.Provide effective support for procurement management processes:
- Assist in developing/preparing ToRs for the procurement of goods and services
- Prepare supporting documents required for procurement and follow up the required procedures
- Keep records of contracts and other relevant documents, and monitor contract compliance by keeping a record of performance monitoring / evaluation records
- Initiate payments, and maintain records of payments
- Liaise regularly with the UNDP Procurement Unit to ensure that the LEAD Project is following current regulations and practice with regard to procurement processes
Expected Results:
The LEAD Project's procurement management is properly recorded and follows current UNDP regulations and practice.
III. Impact of Results
Accurate, complete and easily accessible project records are vital to the efficient implementation of the LEAD Project, as is the effective processing of financial and personnel-related tasks.? A client-oriented and efficient approach impact on the image of UNDP in Indonesia.
Competencies
IV. Competencies
A) Corporate Competencies:
- Serves and promotes the vision, mission, values, and strategic goals of UNDP
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
B) Functional Competencies:
Knowledge Management and Learning
- Shares knowledge and experience
- Seeks and applies knowledge, information, and best practices from within and outside UNDP
- Pursues own personal and professional development
Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback
- Capacity to deal with a heavy workload and keep calm under pressure
- Consistently approaches work with energy and a positive, constructive attitude
Results-Orientation:
- Plans, prioritizes, and delivers tasks on time
- Contributes creative, practical ideas and approaches to deal with challenging situations
Communication:
- Demonstrates effective written and oral communication skills
Job Knowledge & Expertise
- Executes day-to-day tasks systematically & efficiently
- Uses Information Technology effectively as a tool and resource
Required Skills and Experience
V. Recruitment Qualifications
Education:
- Minimum Diploma 3 or equivalent in Administration, Finance/Accounting, Management, or related fields. Bachelors degree is desirable.
Experience:
- Minimum 4 years of project administration experience is essential, at least one of which should have been with UNDP.
- Demonstrated knowledge and experience with UNDP systems and regulations for management of finances, procurement and human resources. Experience with the ATLAS web based management system is desirable but not essential.
- Strong experience in the usage of computers and office software packages (MS Word, Excel, etc.)
- Experience with website administration is desirable
Language Requirements:
Fluency in written and spoken Indonesian and English
Female candidates are encouraged to apply