Background

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 overall guidance and supervision of the Operations Manager, the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.
 
 Administrative associate works in close collaboration with the Operations, Programme and projects staff in the SO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of key functions:

• Implementation of operational strategies
• Efficient administrative support
• Support to supply and assets management
• Support to administrative and financial control
• Support to common services & Security
• Coordination of Registry and Receptionist functions
• 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 with 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).
• Preparation of administrative team results-oriented work plans.

2.  Ensures efficient administrative support, focusing on achievement of the following results:

• Organization and coordination of shipments and customs clearance
• Coordination of travel arrangements. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses.
• Organization of workshops, conferences, retreats
• Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters
• Supervision of administrative assistant, drivers, security guard and building maintenance
• Coordination of transportation services, regular vehicle maintenance and insurance.
• Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report,
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Preparation of regular Administrative unit reports

3.   Provides support to proper supply and assets management, focusing on achievement of the following result:

• Coordination of assets management in the SO, timely preparation and submission of periodic inventory reports.
• Coordination of the provision of reliable utilities (Electricity, telephone, daily newspaper) and quality office supplies
  Set up of assets management procedures in SO
• Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
• Entering records in the asset control database (system)
• Support to the management on physical assets disposal.  Review of assets and recommendation of physical assets for disposal.  Documentation preparation for submission to CAP; follow up on request and liaise with requesting unit and maintenance for disposal action.  Oversight of disposal of items and accuracy of inventory data.
  Preparation , certification and timely submission of inventory reports
• Assets management in Atlas ensuring inventory records is up to date and accurate. 
• Consolidation and preparation of summary statements for inclusion in the financial statements.
• Identification of problem areas in the inventory system, input and conversion of data entered into the system and maintenance of the system and corrective actions taken to ensure reliability of information retrieved from the system.

4.   Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:

• Maintenance of administrative control records such as commitments and expenditures.
• Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas;
• Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
• Coordination of common premises/services cost-recovery arrangements.
• Calculation on overtime for drivers, cleaners, salary rental cars and fuel coupons.
• Proper control of supporting documents of funds and activities.
• Provision of the information for the audit.
• Review, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations.

5.   Ensures proper common services and security focusing on achievement of the following result:

• Maintenance of common services/office space management to ensure integrated activities on common services (Common Premises, Common Securities and Common Dispensary) and implementation of the UN reform such as Negotiating, Contracting, Budgeting, Billing and Reporting.
• Management of Securities such as security guard, security Briefing, Clearance and updating on security related matters.

6.   Coordinates implementation of Registry and Receptionist functions, supervises Registry Clerk and Receptionist, focusing on achievement of the following results:

• Provision of efficient general reception and information services.
• Provision of reliable registry services.

7.   Supports knowledge building and knowledge sharing in the SO, focusing on achievement of the following results:

• Training of staff on the administrative procedures
• Briefing/debriefing 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 analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity and accountability of the office in assets management and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

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 maintain control systems for assets, materials, services and claims
• Ability to administer and execute administrative processes and transactions
• Ability to extract, interpret, analyze data and resolve operational problems
• Ability to supervise, guide and train support staff
• 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 system

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

Required Skills and Experience

V. Recruitment Qualifications

Education: 

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

Experience: 

• 6 years of progressive experience in administration or programme/project support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Experience in handling asset Management

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