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

In response to the earthquake occurring in Jogjakarta and Central Java on 27 May 2006, UNDP Indonesia initiated the Early Recovery Programme for Jogjakarta and Central Java. This Programme consists of four main components:

1. Coordination, Planning and Monitoring;
2. Rapid Livelihoods Restoration;
3. Support to Government's Reconstruction (Housing and community infrastructure); and
4. Disaster Preparedness and Risk Reduction.

Previously ERA has 3 project assistants to support component 2, 3, and 4 of the program. Due to reducing program activities and budget constraint in 2008, ERA has not been extended the contract of those project assistants. ERA project will end its operational in Yogyakarta and Central Java by end of December 2008.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of key functions:

The PAA, in cooperation with the Finance Assistant, and Project Officers will ensure that all day to day ERA Project operational procedures in planning, implementing, monitoring and evaluation, closure, audit, etc. are conducted in a timely manner and in line with rules and regulations and policies of UNDP.

1. Provides administrative and secretarial support to all project components by assisting the team in developing project implementation plans including budget plans and procurement and recruitment plans in line with the project annual work-plan;
2. Provides support for document collection and file maintenance; maintain a systematic filing system of key documents (in hard copy and soft copy) in line with audit requirements. Maintains an up-to-date list of contact addresses and other record systems as necessary.
3. Provide support to human resources management:
   Keep track of the attendance records of staff under the project.
   Keep the record of staff performance evaluations.
   Manage and provide documentation for filing.
   Other assignments as required.
4. Assist the Project Team in coordination and conducting project events (workshops, seminars, training and conferences): arrange logistics for the events, appointments and meetings; prepares correspondence to support project coordination with other parties
5. Takes minutes of monthly project components coordination meeting and disseminates the same.
6. Receives visitors, places and screens telephone calls, and responds to routine inquiries and perform other duties as required including to respond to queries relating to the area of responsibility.
   

III. Impact of Results

Under the direct supervision of the Team Leader, the Project Administrative Assistant will provide project and administrative support to the implementation Early Recovery Project Team in Yogyakarta, which consists of 4 components namely: Support to Government Planning, Coordination and Monitoring (particularly in MIS), Early Livelihood Recovery, and Support to Government Reconstruction, and Disaster Risk reduction. The PAA works in close collaboration with the Finance Assistant, Project Officers and back-stopping ERA in CPRU Jakarta.

Competencies

Corporate Competencies:

- Demonstrates commitment to UNDP’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 variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work.

-  Ability to review data, identify and adjust discrepancies
- Ability to produce accurate and well documented records conforming to the required standard
- Ability to handle a large volume of work possibly under time constraints
- Good knowledge of administrative, procurement 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 pressure
-Initiative , sound judgemnet, good communication and interpersonal skill and demostrated ability to work in harmony with the persons of different national & cultuaral background

Required Skills and Experience

V. Recruitment Qualifications

Education:

• Bachelor degree or minimum of D3 in administration, finance or related field

Experience:

• at least 5 years of relevant experiences in administration or project support services

Language Requirements:

• Fluency in English and Bahasa Indonesia (Oral and written)

"Female candidates are encouraged to apply"