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UNODC ADMINISTRATIVE AND HUMAN RESOURCES ASSOCIATE

Jakarta (Indonesia)

Background

This is a position with the United Nations Office on Drugs and Crime Indonesia Office in Jakarta. Under the overall guidance and supervision of the Country Manager & Liaison to ASEAN, the Administrative and Human Resource Associate assists in the overall management of Administrative and Human Resource services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Administrative and Human Resource Associate promotes a client, quality and results-oriented approach.
 
The Administrative and Human Resource Associate works in close collaboration with the Programme Coordinators and Core Team in the POIDN and other UN agencies staff to exchange information and ensure consistent service delivery.
 

Duties and Responsibilities

Function / Key Results Expected
Summary of Key Functions 
- Supports the implementation of operational strategies;
- Ensures effective management of human resources;
- Ensures effective support for coordination related issues;
- Provides support for the effective management of the office; and
- Supports of knowledge building and knowledge sharing.
 
1. Supports the implementation of operational strategies, focusing on achievement of the following results:
Full compliance of Human Resource and Coordination activities with UN/UNDP/UNODC rules, regulations, policies and strategies;
Provision of inputs to the office the Human Resource business processes and Coordination mapping and implementation of the internal standard operating procedures (SOPs);
Preparation of Human Resource and Coordination team results-oriented work-plans.
 
2. Ensures effective management of human resources, focusing on achievement of the following results:
Effectively coordinate actions relative to the human resource activities for staff, consultants and interns, (e.g., recruitment, performance appraisal, job classification reviews, separation of staff members, training); ensuring consistency in the application of UNDP/UNODC rules and procedures in consultation with UNDP/UNODC Regional/HQ on HR management;
Provide feedback to staff on questions regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations;
Provision of data update of staff, consultant or intern(s); 
Define and follows up the staff training and development plan;
Provide information and updates regarding staffing needs, coverage of posts and contract management;
Leave management, maintenance of staff attendance record and update of office organization chart; and
Participate as a member in UN Human Resources Working Group.
 
3. Ensures effective support for coordination related issues, focusing on achievement of the following results:
Represent the office for participating in the meetings and taking minutes of meetings when necessary;
Assist in coordination and facilitation if required for the Programmes implementations;
Assist in  liaising with all relevant UN agencies, NGOs, donors, local authorities and private sector with the aim of facilitating coordination;
Effectively serve as the focal point for  meetings/workshops arrangements (including preparing estimated budget, drafting agendas and TORs, arrangement of the venue, and providing supporting documents, contact resource person, sending invitation; and
Provision of technical and logistical support to missions.
 
4. Provides support for the effective management of the office , focusing on achievement of the following results:
Provision of assistance to Country Manager in day-to-day activities;
Taking minutes on management and staff meetings;
Organization of office retreats;
Support with protocol matters including visa, registration of staff/intern/consultant, coordination with local authority on space and other administrative matters;
Supervision of drivers for POIDN Office; and
Coordination of transportation services and regular vehicle maintenance.
 
5. Supports knowledge building and knowledge sharing, focusing on achievement of the following results:
Organization of training for staff in POIDN; 
Synthesize lessons learned and best practices in programme management support function; and
Contributions to knowledge networks and communities of practice.
 

Competencies

Core Competencies:
Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Planning and organising;
Client orientation;
Accountability;
Client Orientation; and
Informed and transparent decision making.
 
 
Functional Competencies:      
 
1. Advocacy/Advancing a Policy-Oriented Agenda.
Support the preparation of information for advocacy.
- Identifies relevant information for advocacy for a variety of audiences.
 
2. Results-Based Programme Development and Management.
Contributing to results through provision of information.
- Provides information and documentation on specific stages of programme implementation; and
- Provides background information to identify opportunities for programme development and helps drafting proposals.
 
3. Building Strategic Partnerships.
Maintaining information and databases.    
- Analyzes general information and selects materials in support of partnership building initiatives;
- Maintains databases of donor information; and
- Tracks and reports on mobilized resources.
 
4. Innovation and Marketing New Approaches.
Implementing processes and uses products.
- Documents and tracks innovative strategies/best practices/new approaches; and
- Responds positively to new approaches.
 
5. Resource Mobilization.
Providing information for resource mobilization strategies.
- Maintains information/databases on potential and actual donors;
- Maintains database of programme files; and
- Provides data and information needed for preparation of programme documents.
 
6. Promoting Organizational Learning and Knowledge Sharing.
Basic research and analysis.
- Researches best practices and poses new, more effective ways of doing things.
 
7. Job Knowledge/Technical Expertise.
Fundamental knowledge of processes, methods and procedures.
- Understands the main processes and methods of work regarding to the position;
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning; 
- Demonstrates good knowledge of information technology and applies it in work assignments; and
- Demonstrates in-depth understanding and knowledge of the current guidelines and programme management tools,and utilizes these regularly in work assignments.
 
8. Global Leadership and Advocacy for UNODC’s Goals.
Research and analysis.
- Identifies relevant information for advocacy for UNODC’s goals for a variety of audiences.
 
9. Client Orientation.
Maintains effective client relationships.
- Reports to internal and external clients in a timely and appropriate fashion;
- Organizes and prioritizes work schedule to meet clients’ needs and deadlines; and
- Responds to client needs promptly.
 
 

Required Skills and Experience

Education:*
Bachelor degree in Business/Public Administration, HR Development or other relevant fields of study would be desirable, but it is not a requirement.
 
Experience:*
5 years of relevant experience for Bachelor Degree in administration, human resource or programme support and coordination service; and
Experience in the usage of computers and office software packages (MS. Word, Excel, etc.).
 
Language Requirements:
Fluency in written and spoken English is an absolute necessity; and
•  Fluency in written and spoken Bahasa Indonesia is required.
 
Other Requirements:
Demonstrated strong familiarity of UN programmes in Indonesia;
Good inter-personal and team building skills;
Familiar with Government and UN/UNDP/UNODC procedures would be desirable; and
Good computer skills required, knowledge of spreadsheet and database packages.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. Female candidates are strongly encouraged to apply. All applications will be treated with the strictest confidence.

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

Disclaimer

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNDP - United Nations Development Programme
  • Location: Jakarta (Indonesia)
  • Grade: SB-3, Service Contract, Local Contractors Agreement - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Human Resources
    • Administrative support
    • Drugs, Crime and Human trafficking
  • Closing Date: 2018-08-08

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