Administration Assistant (Retainer)

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. 

Latar Belakang – UNOPS

UNOPS mendukung berhasilnya pelaksanaan proyek pembinaan perdamaian, kemanusiaan, dan pembangunan mitranya di seluruh dunia. Misi kami adalah melayani orang-orang yang membutuhkan dengan memperluas peran Perserikatan Bangsa-Bangsa, pemerintah, dan mitra lainnya dalam mengelola proyek, prasarana, dan pengadaan secara berkelanjutan dan efisien.

Bekerja di sejumlah lingkungan yang paling menantang di dunia, kami berupaya mendorong praktik pelaksanaan yang berkelanjutan dan senantiasa memberikan layanan yang melampaui harapan para mitra.

Dengan lebih dari 7.000 personel yang tersebar di 80 negara, UNOPS memberikan pengetahuan tentang logistik, teknik, dan pengelolaan kapan saja dibutuhkan mitra.

Struktur yang fleksibel dan jangkauan global memampukan kami memenuhi kebutuhan mitra dengan cepat dan memberikan manfaat penerapan ekonomi skala. 

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.

Badan Restorasi Gambut 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 . The 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.

In the context of the BRG-REF, UNOPS is hiring for the position of Administration Assistant - Head of BRG. 

​​​​​​THOH

Hub Operasional Thailand/Thailand Operations Hub (THOH) merupakan unit bisnis UNOPS yang bekerja di bawah Kantor Regional Asia UNOPS. Hub ini didirikan untuk mendukung, mengembangkan, dan mengawasi portofolio proyek UNOPS dengan lebih baik di kawasan Asia Tenggara dan Pasifik.

Hub tersebut terdiri dari tiga portofolio utama - THOH Thailand, THOH Indonesia, dan THOH Pasifik yang memberikan berbagai layanan termasuk Pengelolaan Proyek, Personalia Transaksional, Keuangan, dan Pengadaan kepada klien yang melibatkan badan-badan PBB lainnya, LSM Internasional, dan pemerintah/lembaga donor pemerintah.

Fasilitas Pendukung Hasil/Result Enabling Facility BRG (BRG REF)

Kebakaran lahan gambut musiman membahayakan pembangunan ekonomi dan sosial Indonesia mengingat besarnya ancaman yang ditimbulkan terhadap kesehatan, lingkungan, dan perekonomian. Pada tahun 2015, lebih dari setengah juta orang harus dirawat di rumah sakit karena menderita infeksi saluran pernapasan akut akibat kabut yang dihasilkan kebakaran gambut. Kebakaran yang melanda 2,6 juta hektare kawasan hutan dan lahan gambut di pulau Kalimantan dan Sumatera menghasilkan 1,6 gigaton CO2, melebihi emisi CO2 tahunan negara-negara industri maju seperti Jerman, Prancis, dan lainnya. Kerusakan langsung dan tidak langsung menyebabkan kerugian ekonomi nasional yang diperkirakan sebesar 16 miliar dolar Amerika Serikat atau sekitar 2% dari PDB tahunan Indonesia.

Mengingat pentingnya lahan gambut untuk mitigasi perubahan iklim, Pemerintah Indonesia melalui Peraturan Presiden Nomor 1 tahun 2016 membentuk Badan Restorasi Gambut (BRG). Tugas penting BRG di antaranya: mencegah kebakaran hutan terutama di wilayah lahan gambut dan merestorasi 2 juta hektare lahan gambut yang rusak akibat kebakaran hutan dan lahan. BRG mengidentifikasi 7 provinsi sebagai sasaran kegiatan pencegahan kebakaran dan restorasi lahan gambut yaitu Riau, Jambi, Sumatera Selatan, Kalimantan Barat, Kalimantan Tengah, Kalimantan Selatan, dan Papua.

Sejak didirikan pada tahun 2016, BRG mendapat dukungan dari Norwegia. Dukungan Pemerintah Norwegia kepada BRG adalah bagian dari kerja sama antara Norwegia dan Indonesia yang dilakukan tahun 2010 melalui Surat Minat (LOI) untuk mengurangi emisi yang diakibatkan penggundulan hutan serta degradasi lahan hutan dan gambut. Dukungan tersebut merupakan bagian dari program yang didukung mitigasi perubahan iklim internasional (berdasarkan Konvensi Rangka Kerja PBB tentang Perubahan Iklim/UNFCCC) yang memanfaatkan bantuan internasional untuk mengatasi degradasi hutan di berbagai belahan dunia. Dukungan tersebut merupakan salah satu kontribusi terbesar dalam sejarah untuk mengurangi penggundulan hutan.

Berdasarkan latar belakang tersebut, Norwegia dan BRG telah meminta UNOPS untuk membuat mekanisme dukungan administratif yang dapat dimanfaatkan selama periode tertentu dan bersifat fleksibel guna mengelola bantuan keuangan dari Norwegia kepada BRG melalui pendirian Fasilitas Pendukung Hasil/Result Enabling Facility BRG (REF BRG). Mekanisme tersebut mencakup komponen pengelolaan kantor administrasi; pengelolaan layanan, pengadaan, dan hibah; serta komponen pengiriman.

Dalam konteks BRG-REF, UNOPS merekrut untuk posisi Asisten Administrasi - Kepala Badan.

Reporting to the Head of BRG and under the management of the UNOPS Head of Implementation Support Unit (ISU), the Administration Assistant is responsible for:

Administrative support 

• Provide support to Head of BRG in administrative matters including business correspondence, contracts administration, travel bookings, visas, accommodation and others.

• Assist in administering benefits, travel claims and other related financial issues, and on the calculation of payments due for claims and services for Head of BRG.

Secretarial support 

• Provide secretarial support in managing the supervisor’s schedules to fulfill the intended agenda.

• Assist Head of BRG to set up meetings with partners/external stakeholders in accordance with BRG protocols and procedures.

Logistics support 

• Make necessary logistics and meeting arrangement at the field prior to and during Head of BRG’s visit. 

• Provide a BRG trip matrix for Head of BRG for every official duty trip. 

• Provide support in other administrative activities of similar nature and complexity as requested by the supervisor. 

Dukungan administratif

• Memberikan dukungan kepada Kepala Badan dalam urusan administrasi termasuk korespondensi bisnis, administrasi kontrak, pemesanan perjalanan, visa, akomodasi dan lain-lain.

• Membantu dalam mengelola tunjangan, klaim perjalanan dan masalah keuangan terkait lainnya, dan pada perhitungan pembayaran yang jatuh tempo untuk klaim dan layanan untuk Kepala Badan.

Dukungan kesekretariatan

• Memberikan dukungan kesekretariatan dalam mengelola jadwal penyelia untuk memenuhi agenda yang dimaksud.

• Membantu Kepala Badan untuk mengatur pertemuan dengan mitra / pemangku kepentingan eksternal sesuai dengan protokol dan prosedur BRG.

Dukungan logistik

• Mengatur logistik dan pertemuan yang diperlukan di lapangan sebelum dan selama kunjungan Kepala Badan.

• Membuat matriks perjalanan BRG untuk Kepala Badan untuk setiap perjalanan tugas resmi.

• Memberikan dukungan dalam kegiatan administrasi lainnya yang sifat dan kompleksitasnya serupa seperti yang diminta oleh penyelia.

Education:

• Completion of High School Diploma is required.

• Bachelor Degree level in the field of Business Administration, Management, Agribusiness Management, Resource Management or related fields with some relevant experience may compensate for some of the required years of experience.

• Completion of secondary school and 50% reduced years of experience may be considered for qualified female applicants.

Experience:

• Minimum four (4) years of work experience in the field of secretarial, administrative support or other closely related fields in combination with high school diploma is required. 

• Experience in providing administrative support in project management activities is preferred;

• Experience as an Executive Secretary is an asset;

• Experience in providing assistance in coordination and communication with various stakeholders is preferred;

• Good competence in the digital field (MS Office) is an asset.

Language:

• Intermediate level in English and fluency in Indonesia Language is required. Indonesian language includes "Bahasa"

Contract type: Local Individual contractor Agreement (LICA)

Jenis kontrak: Perjanjian Kontraktor Perorangan Lokal

Contract level: ICS-4 (LICA-4)

Level kontrak: ICS-4 (LICA-4)

Contract duration: Six (6) months with possibility of extension.

Durasi kontrak: Enam (6) bulan dengan kemungkinan diperpanjang.
This position is based in family duty station.
Posisi ini merupakan posisi berbasis family duty station.

For more details about the ICA contractual modality, please follow this link: Untuk detail lebih lanjut tentang modalitas kontrak ICA, silakan ikuti tautan ini:

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

• This is a local position, therefore only nationals of duty station or applicants who are legally entitled to be employed in the duty station will be considered.
• 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.
• 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.  

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.