Administrative Assistant (2 posts) (For Indonesian nationality only)

Location : Jakarta, INDONESIA
Application Deadline :22-Apr-12 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SC-5
Languages Required :
Duration of Initial Contract :up to 31 December 2012


“UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, UNDP offers global perspective and local insight to help empower lives and build resilient nations.”

I. Organizational Context

With a strong collaboration with the Government of Indonesia (Bappenas and MoHA), UNDP is developing a decentralization project titled “Provincial Governance Strengthening Programme”  (PGSP) to assist the government to address some of the key decentralization challenges. Designed in 2009 and implemented until 2013, PGSP works with both national and provincial governments, as well as with district governments in Bangka Belitung, Gorontalo, and Nusa Tenggara Timur.

Through PGSP, UNDP supports the Government of Indonesia in re-defining and strengthen the roles and functions of provincial government through effective participatory policy making, regional development planning, and public service delivery, leading to the realization of national and local development objectives and the improvement of the quality of life of the poorest. This project offers technical assistance to resolve these remaining internal issues. Through policy reformulation and implementation, a focus on the provision of public services, and the participation of a wider group of stakeholders, including non-state actors, PGSP will address both the supply and demand sides of governance.

The Project Management Unit (PMU) based in Jakarta is designed to lead the overall implementation of the program (including the technical assistance and tools component and the policy development component) and provide timely quality support for area teams based at the province level. The PMU consists of teams responsible to achieve the following key outputs: 1) Enhanced policy and regulatory framework that further clarifies and strengthens roles and functions of provincial government; 2) Strengthened provincial government capacity in economic development planning and budgeting; and 3) Enhanced public service delivery through governance innovations, implementation of minimum service standards and public complaint mechanisms.

Under the guidance and supervision of the Operations Coordinator,the Admin Assistant will provide admin services, resource utilization and management.Admin Assistant will promote the UNDP rules and regulations,and regulations of the Government of Indonesia.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions:

  • Implementation of operational strategies
  • Support to effective and efficient functioning of the unit
  • Support to administrative and logistical services
  • Support to office maintenance and assets management
  • Support to knowledge building and knowledge sharing
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  • Implementation of prevailing 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,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 of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
  • Translation of simple correspondences, when needed.
3. Ensures effective administrative and logistical support,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
  • Support to PMU of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
  • Support to PMU of recruitment processes including compilation required documents TOR, organigram, and recruitment plan to be submitted to HR unit.
  • 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.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Operations Coordinator
  • Administrative support in the preparation of budget, provision of information for audit.
4.  Provides support to office maintenance and assets management in the PMU, focusing on achievement of the following results:
  • Maintenance of records on assets management, preparation of reports.
  • Maintenance of files and records relevant to office maintenance
  • Provision of support to maintenance of common premises and common services (is this relevant?)
5. Support knowledge building and knowledge sharing in the PMU, focusing on achievement of the following results:
  • Participation in the training for the operations/projects staff on administration.
  • Sound contributions to knowledge networks and communities of practice.
III. Impact of Results

The key results have an impact on the efficiency of the PMU . Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/ UNDP as an effective contributor to the development of the country.


IV. Competencies

Functional Competencies:      

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

  • Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis
  • Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures
  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change
  • Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems
  • Uses information/databases/other management systems
  • systems
Client Orientation

Level 1.1:  Maintains effective client relationships
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Responds to client needs promptly
Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information
  • Gathers and disseminates information on best practice in accountability and results-based management systems
Core Competencies:
  • Demonstrating/safeguarding ethics and integrity
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making

Required Skills and Experience

V. Recruitment Qualifications

  • Bachelor degree in public administration, business administration, or other relevant discipline, or its equivalent.

  • Experience at least 3years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language Requirements:   
  • Good command of English and Bahasa Indonesia, both spoken and written


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.


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.

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