Thursday, 14 April 2011

United Nations Development Programme (UNDP) - Project Secretary


Location : Jakarta, INDONESIA
Application Deadline :19-Apr-11
Type of Contract :Service Contract
Post Level :SC-4
Languages Required :English  
Expected Duration of Assignment :6 months


UNDP Indonesia’s mission is to be an agent for change in the human and social development of Indonesia.  We, the UNDP Country Office (CO), aim to be a bridge between Indonesia an all donors as well as maintaining our status 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 Secretary will work under direction from the Head of Unit to work in close guidance and coordination with the Programme Associate based in the Poverty Reduction Unit (PRU). S/He will responsible for any Administrative and Finance clerical areas to provide support on administrative, finance and secretarial/logistics services to ensuring high quality of work, accurate, timely and properly recorded/ documented service delivery. The Project Secretary promotes a client, quality and results-oriented approach.

S/He will also work in close collaboration with the operations unit, all staff in the Poverty Reduction Unit and the project team, to ensure consistent administrative/secretarial and finance clerical functions/service delivery, and also in support to the Unit Secretary when she is not around.

Duties and Responsibilities

II. Functions / Key Results Expected
  • Summary of Key Functions:Implementation of operational strategies
  • Provision of administrative and logistical support
  • Provision of 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 secretarial/administrative activities with UN/UNDP rules, regulations, policies and strategies.
  • Provision of inputs to preparation of administrative team results-oriented workplans.
2. Provides finance/administrative and logistical support for PRU, focusing on achievement of the following results:
  • Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP shipments
  • (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of followup actions, drafting correspondence related to shipments/customs clearance.Arrangement of travel and hotel reservations, preparation of travel authorizations, including to process any claim of settlement/reimbursement.Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.Administrative support to organization of meetings, conferences, workshops, retreats.Collection of information for DSA, travel agencies and other administrative surveys.Preparation of routine correspondence, faxes, memoranda and reports in accordance with required rules/regulations.Extracting, inputting, copying and filing data from various sources.Maintenance of files for Poverty Reduction Unit.Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans (if any).
    3.  Provides support to office maintenance and assets management for PRU, focusing on achievement of the following results: - Collection of information on assets management, maintenance of records and files on assets management for projects of PRU. - Maintenance of files and records relevant to office maintenance for PRU.
    4. Provides support to 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. - Contributions to knowledge networks and communities of practice.
    III. Impact of Results
    The key results have an impact on the execution of the PRU administrative/finance services in terms of quality and accuracy of work completed.  Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative/logistical services.


IV. Competencies and Critical Success Factors
Corporate Competencies:
- Demonstrates commitment to UNDP’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 repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work.
- Ability to review data, identify and adjust discrepancies
- Ability to produce accurate and well documented records conforming to the required standard
- Ability to handle a large volume of work possibly under time constraints
- Good knowledge of administrative rules and regulations
- Strong IT skills
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
Minimum Diploma (D3) in administration/secretary or in finance/accounting/management

Minimum 4 years of relevant experience on  administrative management and/or secretarial, finance/accounting areas.
Experience to work in the UN Agencies and/or any bilateral or development projects with international partners and/or GOI, experience to manage high workload and prioritization, experience in the usage of computers and office software packages (MS Word, Excel, Internet Explorer, etc.),

Experience in handling of web-based management systems.

Language Requirements: Fluency in the UN and national language of the duty station.
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

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