Emplois au PNUD - 5977- Administrative Assistant, Multi Donor Programme

Administrative Assistant, Multi Donor Programme – Support to Indonesia’s Democratic Elections (Elections MDP)

Lieu :

Jakarta, INDONESIE

Type de contrat :

Service Contract

Date de commencement :

Date limite de candidature :

16-Aug-08 (Minuit New York, États-Unis)

Niveau du poste :

Durée du contrat initial

12 months

Langues requises :

Anglais

Durée prévue de la mission :

Le PNUD s’engage à recruter un personnel divers en termes de genre, de nationalité et de culture. Nous encourageons de même les personnes issues des minorités ethniques, des communautés autochtones ou handicapées à postuler. Toutes les candidatures seront traitées dans la plus stricte confidentialité. Le PNUD ne tolère pas l’exploitation et / ou les atteintes sexuelles, ni aucune forme de harcèlement, y compris le harcèlement sexuel, et / ou toutes formes de discrimination. Tous/tes les candidats/tes selectectionnes /ées devront ainsi se soumettre à de rigoureuses vérifications relatives aux références fournies ainsi qu’à leurs antécédents.

Historique

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

During 2008, while preparing for national Legislative Elections to be held in April 2009 and two rounds of Presidential Elections to be held soon after, Indonesia’s electoral authorities will also be organising and conducting more than 200 local Elections. With such an intensive and compressed electoral timetable, the General Election Commission of Indonesia (KPU) and other government agencies dealing with elections (Ministry of Home Affairs – MoHA and National Development Planning Agency - Bappenas) are facing many challenges, not the least of which are the very high expectations of political parties, the media and of course the public, to deliver elections of the same or higher standard of integrity and participation that has characterised previous electoral processes.
Despite the positive results achieved during the previous national elections, the KPU, MoHA, Bappenas and UNDP realise that the considerable progress which has been made until now needs to be further consolidated and sustained. Any setback or deterioration in the efficiency, integrity and credibility of the forthcoming elections could have serious repercussions not only in the consolidation of the democratic process in Indonesia, but also for the overall stability of the region. Building on their prior and still ongoing involvement in supporting the electoral process in Indonesia, UNDP and the rest of the international community remain fully committed to assisting the KPU, MoHA, and Bappenas to conduct peaceful and credible elections, and further consolidating itself as a permanent, professional and independent institution of governance.
Past UNDP support to the 1999 and 2004 elections have demonstrated the extent of confidence that UNDP has thus far enjoyed from the Government of Indonesia (GoI), National Electoral Commission (KPU), CSO’s and donor agencies working on electoral issues. Through past experience, UNDP has secured a knowledge base that will prove useful for future electoral support activities.

The Multi-Donor Programme - Support to Indonesia’s Democratic Elections (Elections MDP) project is a 3-year technical assistance initiative that seeks to enhance and further consolidate the institutional and professional capacities of the KPU, the Panwaslu, its Secretariat and its regional offices to meet the numerous priorities that are faced both in the immediate and longer-term. It also seeks to enhance the quality of participation of voters in Indonesia’s elections, by increasing the awareness of voters on the importance of democratic processes that will serve as a foundation for post-election engagement with elected public officials. This support also seeks to facilitate the Government of Indonesia in coordinating international support to elections in Indonesia, with the aim of achieving a harmonised donor programme in line with the principles contained in the Paris Declaration of Aid Effectiveness.

Under the guidance and supervision of the Sector Manager for Electoral Management, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the project personnel to exchange information and ensure consistent service delivery.

Devoirs et responsabilités

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

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

Full compliance of administrative activities with UNDP rules, regulations, policies and strategies.
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, 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. Ensures effective administrative and logistical support, focusing on achievement of the following results:

Preparation of POs for travel activities.
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents. Preparation of POs.
Arrangements of travel and hotel reservations including purchase of tickets, DSA calculation, PO preparation, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
Ensuring timely submission of attendance records. Act as leave monitor.
Administrative support to conferences, workshops, retreats.
Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
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.
Provision of information for audit.

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

Maintenance of records on assets management, preparation of reports.
Implementation of Inventory and physical verification control in the project.
Maintenance of files and records relevant to office maintenance

III. Impact of Results

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

Compétences

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

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

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

Qualifications et expériences requises

V. Recruitment Qualifications

Education:

Diploma 3 certification in administration or relevant field.

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 written and spoken English and Bahasa Indonesia.

“Female candidates are encouraged to apply”