IT and Administrative Assistant

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner. 

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

THOH 

Thailand Operations Hub (THOH) is a UNOPS business unit under the UNOPS Asia Regional Office and it was established to better support, develop and oversee the UNOPS portfolio of projects in South East Asia and the Pacific.

The Hub comprises three main portfolios –THOH Thailand, THOH Indonesia and THOH Pacific and provides a wide range of services including Project Management, Transactional HR, Financial, and Procurement to clients that include other UN entities, INGOs and governments/government agencies donors.

BRG Results Enabling Facility (BRG REF)

Seasonal peatland fires are now compromising Indonesia’s economic and social development by creating considerable threats to health, the environment, and the economy. In 2015 peat fires and their related haze resulted in the hospitalization of more than half a million people due to acute respiratory infections. These fires that raged through 2.6 million hectares of forest and peatland areas in the islands of Kalimantan and Sumatra released 1.6 Gts of CO2e, surpassing the annual CO2 emissions of advanced industrialized nations such as Germany, France, and others. Direct and indirect damages cost the Indonesian national economy an estimated USD 16 billion, about 2% of its annual GDP.

In recognition of the importance of peatlands for climate change mitigation, the Government of Indonesia through Presidential Regulation No 1/2016 constituted the Peatland Restoration Agency (BRG). BRG has an important mandate: prevent forest fires, especially in peatland areas, as well as restore 2 million hectares of peatlands devastated by forest and land fires. The Agency identified 7 target provinces for peatland restoration and fire prevention activities in Riau, Jambi, South Sumatra, West Kalimantan, Central Kalimantan, South Kalimantan and Papua.

Since its establishment in 2016, Norway has been supporting BRG, as current support to the BRG by the Norwegian Government falls within the wider partnership between Norway and Indonesia established in 2010 through the Letter of Intent (LOI) to reduce emissions from deforestation and land degradation of forests and peatlands with USD 1 billion over the next few years. The USD 1 billion support is part of an international climate mitigation initiative (UNFCCC) supported programme that uses international aid to counter forest degradation in various parts of the world, and this is one of the largest ever contribution made to reduce deforestation.

In the framework of this background, Norway and BRG have asked UNOPS to develop a flexible multiyear administrative support mechanism for managing Norway’s financial support to BRG through the establishment of the BRG Results Enabling Facility (BRG REF). The mechanism has within its scope a back-office management component and a service, procurement, grants management and a delivery component.

UNOPS THOH is hiring for the position of IT and Administrative Assistant. Under the guidance and direct supervision of the Administrative Associate, the IT and Administrative Assistant is responsible for efficient and effective ICT management and support, and provides support to office operations performing a variety of standard administrative processes. The IT and Administrative Assistant may take routine decisions on ICT and administrative processes based on clearly established guidelines. In performing her/his work, the IT and Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the BRG REF and other projects, colleagues in THOH and with Bangkok Helpdesk as well as HQ ICT unit on ICT matters.

Summary of Key Functions  

• Support to efficient and effective ICT management and support
• Support to effective and efficient administrative services
• Support to knowledge building and knowledge sharing

Duties and responsibilities

Reporting to the Administrative Associate, the IT and Admin Assistant is responsible for the following:

Ensures effective and efficient ICT management and support, focusing on achievement of the following results:

• Full compliance of ICT activities with UNOPS rules, regulations, policies and strategies.
• Contribution to the office’s ICT business processes mapping and to the elaboration of internal Standard Operating Procedures (SOPs) in ICT, in consultation with the direct supervisor and office management.
• Maintenance of inventory of all computer, telecommunication equipment, I/O devices and software existent in the office ensuring compliance with registration and upgrades.
• Performance of maintenance and minor repairs on hardware equipment.
• Management, maintenance and monitoring of the continuous operation of critical components of the system servers – i.e. file, application, print and video conferencing equipment.
• Operation and maintenance of the office Local Area Network (LAN) and Wide Area Network (WAN) systems.
• Monitoring of the network connection on a daily basis to ensure a stable and responsive network environment.
• Installation of software, hardware, network connections and cables. Performance of minor repairs on hardware equipment, as required.
• Contribute to compilation of sound and accurate specifications for various IT equipment and software to be procured. 
• Troubleshooting of hardware/software problems, liaising with experts on solutions as necessary and implementation of solutions.
• Proactive maintenance of telecom system to avoid disruption of service.
• Receipt, testing and installation of telecommunications hardware.  
• Ensure all computers are regularly updated for optimal performance. Ensure all software and other IT related licenses are valid and always up to date. 
• Interaction with BRG, Bangkok, HQ and ICT staff from other UN agencies in the area to share and exchange information and expertise on applications and tools.
• ICT support to conferences, workshops, retreats
• Liaise with BRG IT focal point, THOH, Bangkok helpdesk, and HQ ICT team on various IT related issues.

Ensures effective and efficient administrative services, 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.
• Collaboration in the preparation of the administrative budget plan for the office and audit preparations.
• Petty cash custodian.
• Raising Procurement requests and POs in oneUNOPS. Raising goods/services receipts in oU.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, arranging travel (flight bookings, car rentals, etc), processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, retreats.
• 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 and 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 (physical and electronic) ensuring safekeeping of confidential materials.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Timely acquisition and renewal of UN documentation (UN IDs, certificates, LPs, etc), visas and permits for international personnel resident in Indonesia and for visiting missions.
• Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods.
• Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and their dependents regarding import/export or transfer of goods; updated list of the required documents made available to each staff member/unit.
• Maintenance of records on asset and inventory management, support preparation of reports.
• Maintenance of files and records relevant to office maintenance.
• Provision of support to maintenance of premises and services.

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in the trainings for the programme, operations and projects staff on ICT and administration

• Sound contributions to knowledge networks and communities of practice.

Perform any other task upon request

Impact of Results

The key results have an impact on the execution of the ICT and administrative support management in the BRG REF in terms of quality and accuracy of work completed.  Timely updating and implementation of software/hardware, punctual and accurate information, and client-oriented approach enhances UNOPS capability as an efficient and first-class service provider.

Education:

• Secondary education or high school diploma with specialized training in IT, ICT, Business Administration or Office Administration related specialization required.
• First university degree (bachelor's degree or equivalent) in the above-mentioned areas of specialization preferred.

Experience:

• Minimum 5 years of experience in working in the field of information technology and/or telecommunications and systems, preferably in an international environment is required. Relevant professional diploma/license or first university degree with less relevant experience will be considered.
• Experience networking and network security, hardware and software installation and maintenance, troubleshooting and implementation of ICT strategies.
• Experience in administrative support including travel, asset/inventory management, premises/utilities management, or fleet management a distinctive advantage.
• Experience in handling of web-based management systems. Database management; web applications technology and technology training experience.
• Prior related experience in the UN system is an asset.
• Strong communication and interpersonal skills are required.
• Experience in the usage of computers and in office software packages (MS Office 2010 and/or newer versions) is required.

Language:

• Fluency in English and Bahasa Indonesia is required.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types.

Female candidates are strongly encouraged to apply.



It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.