Administrative Associate
Jakarta
- Organization: UNOPS - United Nations Office for Project Services
- Location: Jakarta
- Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
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Occupational Groups:
- Operations and Administrations
- Administration
- Closing Date: Closed
Background Information - UNOPS
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.
Background Information - Job-specific
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 Administrative Associate. Reporting to the Finance and Admin Officer, the Administrative Associate assists in the overall management of administrative services, administers and executes processes and transactions under BRG REF and other projects as assigned, ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach.
The Administrative Associate works in close collaboration with operations/finance staff, Project Managers and Project teams within BRG, colleagues at THOH as well as with staff of other UN agencies to exchange information and ensure consistent service delivery. He/she supervises junior Administrative personnel.
Functional Responsibilities
Summary of Key Functions
- Implementation of operational strategies
- Efficient administrative support
- Support to supply and assets management
- Support to administrative and financial control
- Coordination of Registry and Receptionist functions
- Support to knowledge building and knowledge sharing
Duties and responsibilities
Reporting to the Finance and Admin Officer, the Administrative Associate is responsible for the following:
Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of administrative activities with UNOPS rules, regulations, policies and strategies.
- Support UNOPS administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
Ensures efficient administrative support, focusing on achievement of the following results:
- Effective supervision of the operations of a specialized unit engaged in different administrative tasks including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures and integrity.
- Organization and coordination of shipments and customs clearance.
- Contributes to the preparation of the budget plan for the BRG REF by preparing the administrative budget plan.
- Review and monitoring of expenditures against the administrative budget for the office, bringing to the attention of the supervisor any problem or discrepancy that warrants further review and timely rectifying those variances that do not require further review.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
- Supervise junior personnel within Administration work stream.
- Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
- Coordination of travel arrangements. Preparation of POs for travel and other administrative expenses. Information on air services, rates and travel schedules for specific itineraries. Processing of travel claims.
- Organization of workshops, conferences, retreats.
- Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
- Coordination of transportation services, regular vehicle maintenance and insurance. Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history and fleet management reports.
- Coordinating the hiring/leasing of vehicles and ensuring hired/leased vehicles are properly managed in compliance with UNOPS rules and regulations as well as hire/lease agreements.
- Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
Provides support to proper office maintenance, supply and assets management, focusing on achievement of the following result:
- Support timely preparation and submission of periodic assets and inventory reports; coordination of physical verification of assets and inventory items. Act as asset and inventory verification focal point.
- Coordination of the provision of reliable and quality office supplies
- Support to maintenance of common premises and common services; supervision of cleaning services
Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:
- Maintenance of administrative control records such as commitments and expenditures.
- Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in oneUNOPS.
- Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
- Proper control of supporting documents of funds and activities.
- Administrative coordination of common premises/services cost-recovery arrangements for daily operations.
- Provision of the information for the audit.
- Provision of reliable registry services.
Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
- Guidance and training of supervised staff engaged in the different administrative services including and/or other related areas requiring extraction, input and review for accuracy of data from various sources and action to correct, as necessary.
- Training of staff on the administrative procedures
- Briefing/debriefing of staff members on issues relating to area of work.
- 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 efficiency of the BRG REF and other projects as may be assigned. Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.
Competencies
Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization. |
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion. |
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. |
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). |
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. |
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. |
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. |
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. |
Education/Experience/Language requirements
Education:
- Secondary education or high school diploma with specialized training in Business Administration, Office Administration, Public Administration, Supply Chain Management, Procurement and Supply, Logistics, or related specialization required.
- First university degree (bachelor's degree or equivalent) in the above-mentioned areas of specialization preferred.
Experience:
- Minimum 6 years of experience in administration or programme/project implementation support in a reputable organization required in combination with a high school diploma. Two years of relevant experience in combination with a first university degree considered equivalent. A relevant professional diploma/license with less experience will also be considered.
- Minimum 2 years of experience in an international organization, preferably in a UN agency, INGO, embassy or donor agency.
- Minimum 1 year experience in managing personnel travel.
- Minimum 1 year of experience in supervising junior personnel.
- Prior related experience in the UN system is an asset.
- Knowledge of UN Financial and Administrative rules and regulations an added advantage.
- 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.
Contract type, level and duration
Contract level: LICA-6
Contract duration: 1 year subject to performance and budget
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Additional Considerations
- 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.
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