Location : Jakarta, INDONESIA
Application Deadline :03-Jul-16 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SC-6
Languages Required :
Duration of Initial Contract :6 months with possibility of extension


This is a position with the United Nations Office on Drugs and Crime Programme Office in Indonesia (POIDN). Under the supervision of the Administrative and Finance Officer, the Administrative and Procurement Associate assists in the overall management of administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative and Procurement Associate promotes a client-oriented approach consistent with UNODC/UNDP rules and regulations.

The Administrative and Procurement Associate  works in close collaboration with Programme Coordinators in POIDN  and procurement and administrative staff in the UNODC Regional Centre for East Asia and Pacific based in Bangkok, UNODC headquarters in Vienna, UNDP Jakarta as well as other UN agencies staff to exchange information and ensure consistent service delivery.


Duties and Responsibilities


1. Ensures implementation of operational procurement strategies, focusing on achievement of the following results:
•    Full compliance of administrative activities, procurement processes and records with UNODC/UNDP rules, regulations, policies and strategies.
•    Provision of inputs to the project office procurement business processing mapping and elaboration of internal Standard Operating Procedures (SOPs) in procurement, logistic and administrative in consultation with direct supervisor.
•    Organizes procurement processes for POIDN focusing on achievement of the following results: Preparation of procurement plans for the office and projects and their implementation monitoring;
•    Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
•    Preparation of Purchase Obligations  for contracting of services, vendors’ creation in system, Buyers profile in system;
•    Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
•    Implementation of the internal control system which ensures that Purchase Obligations are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
•    Presentation of reports on procurement in the POIDN;
•    Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), arrangements for shipments.  Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance.
•    Monitoring the provision of reliable and quality office supplies and maintenance of files and office inventory
•    Administrative support to organization of meetings, workshops, and trainings where necessary takes minutes of section meeting (including the agenda, arrangement of the venue and providing supporting documents).

2. Ensures implementation of sourcing strategy, focusing on achievement of the following results:
•    Development and update of the rosters of suppliers, implementation of supplier selection and evaluation;

3. Ensures proper control of office maintenance and assets management, focusing on achievement of the following result:
•    Preparation of inventory reports;
•    Implementation of Inventory and physical verification control in the POIDN and projects;
•    Implementation of Asset transfer to the Gov. Indonesia

4. Ensures organization of logistical services, focusing on achievement of the following results:
•    Organization of procurement of any events ;
•    Organization of procurement of services such as office assistant, car rentals and driver services.
•    Supervision of outsourced office assistants

5. Ensures facilitation of knowledge building and knowledge sharing in the POIDN, focusing on achievement of the following results:
•    Organization of trainings for the staff on logistics and procurement;
•    Synthesis of lessons learnt and best practices in logistics and procurement.;
•    Sound contributions to knowledge networks and communities of practice;






Core Competencies :

- Demonstrates corporate knowledge and sound judgment
- Demonstrate ethics and integrity
- 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.
- Informed and transparent decision making

Functional Competencies
Building Partnership

Level 1.1 : Maintaining information and database
- Tracks and reports on mobilized resources

Promoting Organizational Learning and Knowledge Sharing
Level 1.1 : Basic research and analysis
- Researches best practices and posses new, more effective ways of doing things
- Identifies and communicates opportunities to promote learning and knowledge sharing
- Document innovative strategies and new approaches

Job Knowledge/Technical Expertise
Level 1.1 : Fundamental knowledge of processes, methods and procedures
- Understands the main processes and methods of work regarding the position
- Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work task (specialized knowledge related to administration and financial resource management including maintaining accounts receivables and account payables, making financial report to headquarter and the donor)
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrate good knowledge of information technology and applies it in work assignment

Promoting Organizational Change and Development
Level 1.1 : Presentation of information on best practices in organizational change
- Documents “best practices” in organizational change and development within and outside the UN system particularly UNODC system
- Demonstrates ability to identify problems and proposes solutions

Design and implementation of Management System
Level 1.1 : Data gathering and implementation of management systems
- Uses information/databases/other management systems
- Make recommendations related to work procedures and implementation of management systems
- Provides input to the development of simple accounting system

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
- Establishes, builds and sustains effective relationships with the work unit and with internal and external system

Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
- Gather and disseminate information on best practice in accountability and results based management system
- Prepares timely report to headquarter and the donor


Required Skills and Experience

Education:*    Bachelor degree in Business or Public Administration other relevant fields of study would be desirable, but it is not a requirement.

Experience:*    Minimum 4 years of professional experience, preferably in the field of administration and procurement for candidates with Bachelor Degree and 6 years for candidates with Diploma Degree

Language Requirements:    

•    Fluency in written and spoken English is an absolute necessity;
•    Fluency in written and spoken Bahasa Indonesia is required.

Other Requirements:
•    Demonstrated strong familiarity of UN in Indonesia.
•    Knowledge of and experience in administration and procurement will be highly desirable.
•    Good inter-personal and team building skills.
•    Familiar with Government and UN/UNDP procedures would be desirable
•    Good computer skills required, knowledge of spreadsheet and database packages
•    Experience in handling of web based management systems would be highly desirable.



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. Female candidates are strongly encouraged to apply . All applications will be treated with the strictest confidence.

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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