UNDP - Administrative Assistant (National)

Location :	Banda Aceh, INDONESIA
Application Deadline :	19-Mar-10
Type of Contract :	Service Contract
Languages Required :	English
Duration of Initial Contract :	One year

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 The project “Making Aceh Safer Through Disaster Risk Reduction in Development” (DRR-A) is a joint Government Indonesia – UNDP project, prepared to support Aceh’s Provincial & District government in their efforts of reducing disaster risk in the area. DRR – A is designed to make disaster risk reduction a normal part of the local level development process established in core functions of Aceh’s local government and their public and private partners especially in Aceh’s local communities where the most effective and direct actions can be taken to reduce physical, economic, and social vulnerability to disasters. The project is aimed to produce four key outputs : Output 1: Institutional arrangement and enabling environment established to facilitate participatory and concerted implementation of DRR measures. Output 2 : Demonstration of gender sensitive project implemented in selected locations to test and improve measures for reducing risk from natural disaster Output 3 : TDMRC – UNSYIAH strengthened to provide science based-based information, service and knowledge assistance to the local government and other DRR proponents in implementing their DRR activities Output 4 : DRR public awareness programmes implemented to promote a gender sensitive “Culture of Safety” among the people and institutions of Aceh. This project will implemented by the Government of Aceh with the oversight of the national government. The Director of Disaster Prevention and Management in Public Administration Directorate General (Dirjen PUM) at MOHA was assigned as National Project Director. The MOHA has delegated some of the implementation authorities and responsibilities to the Governor/Vice Governor of Aceh who will appoint a Provincial Project Director (PPD). The PPD will be supported by Project Management Unit (PMU) lead by a National Project Manager (NPM). The Incumbent, reporting directly to the national Project Manager (NPM) will be responsible to provide overall administrative matters on project implementation. Under direct supervision of his/her supervisor the incumbent will assume responsibility for project daily operations and support and ensure that project administrative management systems and procedure are established within the Project Management Unit Office (PMU), day to day operations are undertaken properly and in compliance with UNDP standards and meet with the project’s expected outputs. The Admin Assistant, in cooperation with the Finance Assistant, will ensure that all day to day operational procedures in planning, implementing, monitoring and evaluation, closure, audit, etc. are conducted in a timely manner and in line with prevailing rules and regulations and policies of UNDP and the Government of Indonesia (GoI).

Duties and Responsibilities

II. Function/Key results expected Summary of Key Functions: Support the implementation and management of the Aceh Justice Project; Operational support to project implementation. The Project Assistant- Administration, in cooperation with the Project Assistant- Finance and Administration, will ensure that all day to day Aceh Justice Project operational procedures in planning, implementing, monitoring and evaluation, closure, audit, etc. are conducted in a timely manner and in line with rules and regulations and policies of UNDP. More specifically, the Project Assistant-Administration is to discharge the following functions: 1. Contribute towards effective project Planning: Providing advice to the Project Management Unit (PMU) in developing project activity plans that reflect resource availability Assisting in developing project implementation plans including budget plans and procurement and recruitment plans in line with the project annual work-plan Entering and regularly update project milestones in the PMU Calendar and develop a personal work plan against the progress towards the satisfaction of annual work plans. 2. Ensures effective and efficient functioning of project implementation and monitoring through: Assisting the PMU in preparing ToRs for personnel and the procurement of goods and services. Assisting the PMU in processing requests for personnel, goods and services in liaison with relevant Operations Units by preparing supporting documents required for personnel action or procurement and following up the required procedures. Assisting the PMU in human resources management: Keep track of the attendance records of staff under the project. Keep the record of staff performance evaluations. Manage and provide documentation for central filing. Process salary payments. Maintain receipt of salary and other payments. Other assignments as required. Assist the PMU in Procurement Management: Keep the record of contracts and other relevant documents. Monitor contract compliance by keep the record of performance and monitoring / evaluation records. Initiate and process payments. Maintain receipts of payments. Other procurement assignments as required. Coordination of travel arrangements and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents. Assist the PMU in arranging and conducting project events (workshops, seminars, training and conferences) and coordination activities. Assist the PMU in conducting regular monitoring and evaluation of project implementation by updating the project calendar and alerting Project Manager on approaching or delayed milestones. Support the PMU in the upkeep of the project website 3. Ensures effective administrative closure and audit of the project , focusing on achievement of the following results: Establish and maintain a systematic filing system of key documents (in hard copy and soft copy) in line with audit requirements. 4. Provides support to office maintenance and assets management, focusing on achievement of the following results: Assets management, 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 Under supervision of National Project Manager (NPM) at PMU, the Administrative Assistant assumes responsibility for successful project administrative operation to ensure that programmatic delivery achieved in line with project intended output through effective administration system and systematic filing and documentation.

Competencies

IV. Competencies Corporate Competencies Demonstrates commitment to UNDP’s mission, vision and values. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Functional Competencies 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. 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 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

Required Skills and Experience

IV. Recruitment Qualifications: Education: Minimum of D3 in administration, secretary, management or related field. Bachelor Degree (S1) is an advantage. Experience: Minimum of 5 years for D3 and 3 years for S1 of relevant experience in administration or project support service. Language requirements: Proficiency in English and Indonesian language, spoken and written is essential. Other requirements: Knowledge of UNDP procurement will be an advantage. Understanding of UNDP ATLAS System will be preferable. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is essential. ALL APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION 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. weblink