Location :Jakarta, INDONESIA
Application Deadline :12-Feb-10
Additional CategoryManagement
Type of Contract :FTA Local
Languages Required :
English
Duration of Initial Contract :12 months
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
Under the overall supervision of the UNODC HIV/AIDS Adviser in Indonesia and in close collaboration with and National Program Officer the incumbent's work goals will aim to contribute towards reaching the objectives of the global HIV/AIDS programme through providing the administrative support for the implementation of the programme activities at national level.
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 UNDP Operations, Programme and projects staff in the CO 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 * Support to effective and efficient functioning of the UNODC HIV/AIDS unit (DRR's office/operations unit/ administrative 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 UNODC and UNDP rules, regulations, policies and strategies. * Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). * Provision of inputs to preparation of administrative team results-oriented workplans.
2. Ensures effective and efficient functioning of the unit (DRR's office/operations unit/ 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. Ensures effective administrative and logistical support, focusing on achievement of the following results:
* Organization of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions * Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs. * 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 budget, 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. * Maintenance of files and records relevant to office maintenance * Provision of support to maintenance of common premises and common services
5. 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. * 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 presentation of information strengthens the capacity of the office and promotes the image of UNODC and the UN system as an effective contributor to the development of the country.
Competencies
IV. Competencies and Critical Success Factors Corporate Competencies:
• Demonstrates commitment to UNODC'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 ProFi • 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
Required Skills and Experience
V. Recruitment Qualifications
Education:
* Secondary education. Certification in administration desirable.
Experience: * 3 to 5 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 HIVAIDS and /or Health and Development issues. Language Requirements: Fluency in the UN and national language of the duty station.
ALL APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11
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.