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ADMINISTRATIVE ASSISTANT
UNDP
Deadline for submission of applications: 17 May 2006
Application should be addressed to:
Personnel Unit
United Nations Development Programme,
Jl. M.H. Thamrin Kav. 3 P.O. Box 2338
Jakarta 10250, Indonesia.
E-mail: [EMAIL PROTECTED]
Please send your application by e-mail with the post code as the subject of your email, or by postal mail with the post code in the upper left corner of the envelope and do not send it by fax. Only short-listed candidates will be contacted.
Terms of Reference
Post Code: 124-06/GU
Post Title: ADMINISTRATIVE ASSISTANT
Recruitment: Indonesian National
Location/Duty Station: Jakarta
Duration of Assignment: 12 months, renewable
Starting Date: Immediate
Direct Supervisor: Governance Unit Head/ARR
Status/Condition: Fixed-Term
I. Organizational Context
Under the direct supervision of the Unit Head, the Unit Administrative Assistant provides organizational support services to the Unit ensuring high quality, accuracy and consistency of work. He or she will coordinate and collaborate Program Assistants at the Unit on administrative matters, providing information. The Unit Administrative Assistant works in close collaboration with the CO Operations Units, the support staff at other Program Units and at the Front Office. He or she will be the point person at the Unit level in developing and implementing administrative and operational systems.
II. Functions / Key Results Expected
Summary of Key Functions
- Provides operational and organizational support for the Unit level activities
- Provide secretarial support to the Unit Head
Unit level tasks
i. Develop and maintain operational/administrative systems in the office;
ii. In collaboration with Program Assistants at the Unit level, establishes and maintains Unit centralized filing system and records by program as well as all official correspondence not classified by project / programme, personnel contracts by contract modality, leave monitoring based on the attendance records from Programme Assistants, forms and templates for general procedures, etc.);
iii. Develop and manages a simple library at the Unit level;
iv. Update list of contact addresses and other record systems where necessary;
v. Prepares and arranges for official travel of Unit Head and Advisors in coordination with Programme Assistants;
vi. Provides administration and logistic support for visiting national and international experts;
vii. Maintains logistic stocks;
viii. Maintains Unit leave monitoring and daily attendance records of the Unit staff (receiving files from PAs);
ix. Arranges appointments and maintains Unit Agenda (include meetings and events for unit head and programme officers as required), receives visitors, places and screens telephone calls;
x. Answers telephone and responds to routine inquiries and organize telephone routing for better responsiveness of the Unit to external phone calls;
xi. Organizes meetings and workshops;
xii. Facilitate the workflow flow of documents to and from Unit Head to Unit staff and other units, vice versa;
xiii. Represent the Unit in day-to-day logistical, administrative, IT and security arrangements in liaison with Operations / Admin. Function as the point person for those areas at the Unit level;
xiv. Enter and regularly update Unit level milestones in the Unit Calendar and develop personal work plan against the progress towards the milestones;
xv. Monitor the use of Unit Calendar of milestones and personal workplan and report to Unit Head;
xvi. Take the lead in maintaining pleasant working environment in the Unit office in cooperation with other unit members;
xvii. Be in charge of in office space arrangement and cleanliness at the Unit level.
Assistance to Unit Head
xviii. Maintain agenda and schedule of the Unit Head;
xix. Uses word processing software to prepare correspondence, minutes of meetings (unit meetings), documents, slides, statistical tables and reports from plain copy, corrected copy, dictating machine, forms, handwritten or rough draft material and printed matter;
xx. Enters financial and other data into database-system where required using spread sheet software and assists to process the data into reports;
Others
xxi. Actively participate in and contribute to learning and knowledge sharing activities;
xxii. Actively participate in and contribute to Unit and CO level coordination in streamlining operational / organizational aspects of day-to-day Unit operation.
III. Impact of Results
Timely and systematic operational / organizational support in line with UNDP rules, regulation and procedures is critical to ensure quality in UNDP programme management and internal efficiency and effectiveness of Unit operation. A client-oriented and efficient approach has impact on the image of UNDP CO.
IV. Competencies
Corporate Competencies:
- Demonstrates commitment to UNDPs mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies:
Organization / Administration
- Interested in system development in administration and operations;
- Has demonstrated knowledge and experience in organizational and administrative tasks;
- Has knowledge and experience in finance, admin, procurement and human resource management
Knowledge Management and Learning
- Shares knowledge and experience;
- Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback;
- Consistently approaches work with energy and a patient, positive, constructive attitude;
- Remains calm, in control and good humored even under pressure
Program Knowledge
- Has adequate understanding on programming to be able to develop and maintain the right operational and administrative systems and procedures at the Unit level.
V. Recruitment Qualifications
Education:
Secondary Education preferably with specialized certification in Secretarial work, Business or Public Administration. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement. .
Experience:
At least 5 years of relevant administrative or programme experience is required at the national level.Experience in the usage of computers and office software packages (MS Word, Excel, Powerpoint , etc.) and knowledge of spreadsheet, database packages. Some understanding on accounting and finance is an advantage. Experience with the UN system is a plus.
Language Requirements:
Excellent fluency in the written and spoken English and Bahasa Indonesia.
VI. Application Requirement
Interested and suitable candidates should submit their application letter, latest Curriculum Vitae together with names and contact details of three professional referees.
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