Antecedentes

UNDP Indonesia’s mission is to be an agent for change in the human and social development of Indonesia.  We, the UNDP Country Office (CO), aim to be a bridge between Indonesia an all donors as well as maintaining our status 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

Under the guidance and supervision of the Administrative Associate, the Administrative Assistant provides support the overall management office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work and control of expendable and non-expendable UNDP assets, assets disposal and renewal of inventory data, executes processes and transactions ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
 
The Administrative Assistant will supervise cleaners and works in close collaboration with management support & business Development, the Operations, Programme and projects staff in the SO and other UN agencies staff to exchange information and ensure consistent service delivery.

Deberes y responsabilidades

II. Functions / Key Results Expected

Summary of Key Functions: 

• Implementation of operational strategies
• Support to effective and efficient functioning of the unit (operations/administrative unit)
• Support to asset management
• Support to administrative, logistical services and financial control
• Support to office maintenance
• Support to Common Services and Security
• Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative management activities and inventory ensuring that proper asset management is performed in adherence to UN/UNDP rules, regulations, policies and strategies and that inventory procedures are complied with at all SO units.
• Provision of inputs to the SO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented work plans.

2. Ensures effective and efficient functioning of the unit (operations/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. Supports the assets management focusing on achievement of the following results:
• Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
• Tagging all furniture/equipment upon receipt from the supplier. Update of non-expendable property inventory record and track movement of furniture piece
• Entering records in the asset control database (system) ensuring inventory records are up to date and accurate.
• Support to the annual physical inventory verification exercise by  checking the accuracy of records and location of property
• Preparation of inventory reports as required
• 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

3. Ensures effective administrative and logistical support and Financial control, focusing on achievement of the following results:

• Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
• Performance of a Buyer role in Atlas and preparation of POs for travel activities.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution. 
• 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 unit budget, provision of information for audit.
• Maintenance of administrative control records such as commitments and expenditure
• Supervision of cleaners and cleanness of office building, water, furniture, equipment, bathroom, kitchen tools etc
• Provision support on preparation of regular administrative unit reports.

4.  Provides support to office maintenance, focusing on achievement of the following results:

• Maintenance of office space and utilities
• Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services

5. Provides Support to Common Services and Security, focusing on achievement of the following result:

• Support maintenance of common services/office space management to ensure integrated activities on common services (common premises, common securities and common budgeting, Billing and Reporting.
• Support Management of Securities such as security guard, security briefing, clearance and updating on security related matters.

6. 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.
• Training of staff engaged in the conduct of physical inventory
• Briefing of staff members on issues relating to area of work
• Sound contributions to knowledge networks and communities of practice.

III. Impact of Results

The key results have an impact on the efficiency of the unit. Accurate data entry, presentation of information strengthens the capacity of the office, client-oriented approach enhance UNDP capability in assets management and promotes the image of UN/UNDP as an effective contributor to the development of the country.

Competencias

IV. Competencies and Critical Success Factors

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

• Understanding of the policies and procedures relating to UNDP assets management
• 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, knowledge of Atlas
• 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

UNDP Procurement Certification programme

Habilidades y experiencia requeridas

V. Recruitment Qualifications

Education:   

• Bachelor Degree in Economic, Business, Public Administration or certification in administration desirable.

Experience:   

• 4 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.

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