Background |
THIS IS NOT UNDER UNDP CONTRACT. PLEASE SEND DIRECTLY APPLICATION IN LINE WITH APPLICATION PROCEDURE AS OUTLINED BELOW.
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 direct guidance and supervision of the National Project Manager (NPM), 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 closely with the National Project Director or Deputy NPD (DNPD) from the Ministry of Environment, Project Steering Committee, UNFCCC focal point, UNDP Programme Officer for Environment and the National Climate Change Committee.
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Duties and Responsibilities |
II. Functions / Key Results Expected
Summary of Key Functions:
- Implementation of operational strategies
- Support to effective and efficient functioning of the project
- 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 government budget rules, regulations, policies and strategies.
- Provision of inputs to the 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 project, 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 all necessary documentation, implementation of follow-up actions.
- Support to organization of all administrative documents.
- 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.
- 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 project unit, 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 project unit and its activity. Accurate presentation of information strengthens the quality of the preparation of Indonesia’s Second National Communication to the UNFCCC.
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Competencies |
IV. Competencies and Critical Success Factors
Corporate Competencies
- Demonstrates commitment to MoE 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.
- 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.
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Required Skills and Experience |
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 handling of web-based management systems.
Language Requirements:
- Fluent written and oral communication in Indonesian and English
Application may also be addressed to:
National Project Director
Project: Enabling Activity for the Preparation of Second National Communication to UNFCCC
Assistant Deputy for Climate Change Impact Control
Ministry of Environment
Building A, 6th Floor
Jl. D.I. Panjaitan Kav. 24,
Jakarta 13410
FEMALE CANDIDATES ARE ENCOURAGED TO APPLY |
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