UNDP Jobs - 5769- Administrative Assistant for MEH Demonstration Pro

Administrative Assistant for MEH Demonstration Project - National

Location :

Batam, INDONESIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

31-Jul-08 (Midnight New York, USA)

Post Level :

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

I. Organizational Context

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.

International Maritime Organization (IMO) invites interested candidates to apply for the position of Administrative Assistant for the MEH Project Management Office (PMO) located in Batam, Indonesia.

IMO is a specialized agency of the United Nations responsible for regulating and promoting maritime safety and the prevention, reduction and control of marine environment degradation from sea-based activities, including dumping of wastes at sea. IMO is the executing agency of the MEH Demonstration Project, which aims to establish a regional mechanism in the Straits of Malacca and Singapore for enhanced maritime safety and marine environment protection. The MEH Project Management Office (PMO) is located in Batam, Indonesia.

Duties and Responsibilities

II. Functions / Key Results Expected

Under the direct supervision and guidance of the MEH Project Manager, the Administrative Assistant will have the following duties and responsibilities:

Assist the Project Manager in all administrative issues with local, regional, and Project Authorities;
Assist the Project Manager in all daily issues with local companies such as telephone company, electricity company, post office, etc;
Assist for purchase of equipment for PMO, and for day-to-day material such as stationery, stamps, etc.;
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;
Plan and book travel arrangements for Project staff.
Travel with PMO to assist in meetings in the region (Malaysia, Singapore, Indonesia);
Take minutes for meetings;
Dictate meeting minutes and reports in accordance with IMO standards;
Perform basic accountancy for the PMO using Excel;
Prepare powerpoint presentations
Perform all such secretarial work including, but not limited to answering telephones, scheduling appointments, arranging schedules, updating contacts, etc.;

III. Impact of Results

Will contribute to the overall functionality of the Project Management Office and faciltate the work of the PMO staff.

Competencies

IV. Competencies

The succesfull candidate shall have the following skills and experience:

Sound knowledge of Microsoft office;
Capabilty of typewriting and formatting (to IMO standards) long documents, more than 100 pages;
Capability to use Powerpoint, Outlook, Word, and Excel;
Capability to minute meetings (stenography is an advantage) and restitue without mistakes;
Capability to deal with service providers including, but not limited to, vendors of the PMO private providers, telephone company, local and National authorities;
Answering phones, transferring calls, and taking/delivering messages, making photo-copies, and faxing documents;
Good math skills including basic accounting, ability to read invoices, ability to help set up purchase orders;
Ability to make travel reservations and organize travel claims for submission to the IMO London;
Knowledge of Batam is an asset;
Organization skills and capability to perform duties with minimal supervision;
Can reliably run errands for the PMO (paying bills, buying office supplies, etc.);

Required Skills and Experience

V. Recruitment Qualifications

Education:

Minimum Diploma certificate (D3) in administration, finance or other relevant field. University degree would be an asset.

Experience:

Minimum 3 years experience in a similar position for an international organization or company.

Language Requirements:

Fluency in Bahasa and English (written and spoken)

“Female candidates are encouraged to apply”