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Admin & HR Associate for Pulse Lab Jakarta

Jakarta (Indonesia)

  • Organization: UNDP - United Nations Development Programme
  • Location: Jakarta (Indonesia)
  • Grade: NB 3 - National Personnel Services Agreement - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Statistics
    • Development Cooperation and Sustainable Development Goals
    • Human Resources
  • Closing Date: 2021-09-29

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Background

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. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

 

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP

Pulse Lab Jakarta combines data science and social research to help make sense of our interconnected, interdependent, and complex world The Lab is a joint facility of the United Nations and the Government of Indonesia, via United Nations Global Pulse and the Ministry of National Development and Planning (BAPPENAS) respectively. As the first innovation lab of its kind in Asia, Pulse Lab Jakarta is working to close information gaps in the development and humanitarian sectors through the adoption of big data, real time analytics and artificial intelligence.

As a lab, PLJ needs to continue to push the boundaries of experimentation with new data types and emerging technologies in relation to sustainable development and humanitarian action. This includes exploring new data sources for insights into salient development issues; combining new digital data sources with existing datasets to gain new insights; and exploring the nexus between advanced data analytics and human-centred approaches.

Pulse Lab Jakarta seeks an Admin and HR Associate whose key roles are to support and performs a variety of specialized tasks in IT, administration, procurement, finance, and HR functions for PLJ. This position will report directly to Head of Office.
 

Institutional Arrangement

The Admin & HR  Associate will be directly supervised by Head of Pulse Lab Jakarta.


 

Duties and Responsibilities

3. Scope of Work

The Admin & HR Associate will work under the overall guidance and supervision of Head of Pulse Lab Jakarta.

The Admin & HR Associate will be directly supervised by Head of Pulse Lab Jakarta to undertake the following tasks:

1. Ensure effective project planning, budgeting and implementation focusing on achievement of the following results:
•    Coordination of project planning and preparation work for, typically, a highly complex component of the project initiatives;
•    Provision of guidance to implementing partner and serves as focal point for coordination, monitoring and expedition of project implementation activities, involving extensive liaison with diverse organisational units to initiate requests;
•    Analysis, research, summary and presentation of basic information/data on specific administration related tasks of the project;
•    Preparation for project documents and submission to relevant parties for approval by relevant parties;
•    Implementation of project standard operating procedures in line with the government and internal regulations.

2. Provide update situation analysis and assessment of the current human resource systems and processes and participation in all staff-related recruitments:
•    Under the guidance of supervisor, scan the current HR practices and procedures
•    Supports the drafting of term of references/job descriptions for all new recruitments prior to the launch of the recruitment process, including staff recruitment, intern and consultant;   
•    To review HR functions business processes mapping and elaborate on the contents of internal Standard Operating Procedures on administrative and HR matters;
•    Support the review of the current organisation structure and staff establishment

3. Support to the effective functioning of project implementation
•    Preparation and analysis of project administration including IT, travel, and logistics of the PLJ team in line with UNDP rules and regulations. Ensure regular follow up with external service providers and ensures requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
•    Monitors all administration tasks of the PLJ team including IT, travel and logistics, procurement, budget, and HR and ensures they are in line with the monitoring and reporting guidelines and presents it to the project assurance team in a timely manner.
•    Preparation of data for monitoring of projects; categorization, updating, tracking and analysing data related to projects, e.g. travel budget expenditure, consultants progress reports updated, IT updates functioning, etc.;
•    As focal point for responding to the complex information requests and inquiries; review and establishment of filing management system; organization of meetings, workshops; monitoring of implementation of various routine administrative tasks;
•    Identification of issues and initiates requisite follow-up actions;
•    Preparation for financial authorizations for expenditures to be approved and documentation in prevailing budget system;
•    Preparation of assets lists, logistics management for event, travel and DSA calculations and reimbursements, IT systems in PLJ are functioning, preparation of e-requisitions;
•    Supervision of project support assistant, clerical level.

4. Support strategic partnerships and support to the implementation of resource mobilization focusing on the following results:
•    Updated database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project;
•    Establishment of filing management for internal databases; updated statistical tables, graphic content, and other background materials/notes to facilitate audit and other reviews;
•    Ensures regular stocktaking of communications materials to deepen stakeholder knowledge and buy-in to the project, handle all printing in a timely manner;
•    Preparation of draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions, and other related issues, as well as prepares project’s contributions for a variety of periodic reports.

5. Supports knowledge building and knowledge sharing focusing on achievement of the following results:
•    Organization of training for the project staff;
•    Synthesis of lessons learned and best practices in project management support function;
•    Contributions to knowledge networks and communities of practice.

6. The incumbent of the position should avoid any kind of discriminatory behavior including
gender discrimination and ensure that
•    Human rights and gender equality is prioritized as an ethical principle within all actions;
•    Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
•    Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
•    Differentiated needs of women and men are considered;
•    Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
•    Necessary arrangements to provide gender parity within all committees, meetings,trainings etc. introduced

 

Competencies

REQUIRED COMPETENCY
CORE BEHAVIOURAL -  Level 2: Supervisor / Associate / Analyst

Achieve Results
•Demonstrates focus on achieving quality results and impact
•Consistently strives to meet or exceed excellent standards
•Efficiently establishes appropriate plans and resources for self and others to accomplish goals
•Holds self and others accountable for results

Think Innovatively
•Seeks patterns and clarity outside, across and beyond boxes and categories, resists false certainty and simplistic binary choices
•Looks beyond conventional approaches and established methods
•Proposes new ideas, approaches and solutions to problems

Learn Continuously
•Actively pursues opportunities for learning and self-development, professionally and personally
•Keeps up to date with new developments in own professional area
•Proactively seeks feedback, demonstrates a desire to learn from others as well as from experience, both positive and negative
•Contributes to the learning of others

Adapt with Agility
•Actively pursues opportunities for learning and self-development, professionally and personally
•Keeps up to date with new developments in own professional area

Act with Determination
•Is flexible in handling change, and adopts new ideas, approaches and ways of working
•Seamlessly adapts to working with new situations or contexts, with new people, and in different ways
•Participates in, supports, or drives meaningful change in UNDP
•Is comfortable with ambiguity and effectively manages juggling multiple demands

Engage and Partner
•Demonstrates and encourages teamwork and co-creation, internally and externally, to achieve joint objectives and results
•Acts in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others

Enable Diversity and Inclusion
•Understands and appreciates issues from the perspective of others
•Treats all individuals with respect, considers ethical implications and responds sensitively to all differences among people
•Fully accepts and values all people, creating an inclusive environment
•Understands that inclusion is multi-faceted (e.g. race, gender, age, disability, culture, etc.) and treats everyone fairly and equally
•Demonstrates honesty and transparency
 

PEOPLE MANAGEMENT COMPETENCIES
Demonstrate Empathy and Emotional Intelligence
•    Genuinely care about people; demonstrate empathy with the joys and pains of others
•    Enable the wellbeing of the team(s)
•    Read a group’s emotional currents and power relationships, identifying influencers, networks, and organizational dynamics; adapt leadership styles at the appropriate times
•    See the positive in people, situations, and events

Motivate and Direct
•    Create and communicate a compelling vision and purpose
•    Align people and resources with organizational vision, strategy, objectives
•    Understand and proactively build the team/organization culture

Build an Enabling Workplace
•    Create a working environment where people are engaged and want to do their best; empower and enable team members to perform and have a positive workplace experience
•    Promote honesty, openness, trust and psychological safety and create opportunities to innovate and learn
•    Recruit and promote individuals based upon objective measures and meritocracy; acknowledge and utilise the talent of others
•    Encourage collective action and integration

Build Capability
•    Identify and develop talent in individuals, providing positive support to enable them to achieve their potential
•    Foster learning or development of others by giving feedback, guidance, and support; support career development of others
•    Have willingness and ability to delegate to help people learn, including from failure

Manage Performance and Ensure Accountability
•    Ensure regular conversations with people about work
•    Provide positive and constructive feedback
•    Discuss poor performance in a timely manner
•    Provide praise and recognition, as well as ensure accountability

Lead with Humility
•    Be authentic and transparent, act with integrity
•    Be accessible and available to team members they lead
•    Encourage debate and discussion, creating a culture where people are comfortable to challenge senior leaders and feel listened to
•    Be modest, giving credit for success to others and admit own shortcomings
 

CROSS FUNCTIONAL COMPETENCIES
Digital Awareness and Literacy
Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed

Working with Evidence and Data
Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Communication
Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
Ability to manage communications internally and externally, through media, social media and other appropriate
Channels



TECHNICAL COMPETENCIES
Gender    
Gender Mainstreaming

UN policy knowledge - ethics    
Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Innovation    
Technology and Innovation

Verbal and written communication    
Ability to effectively communicate both verbally and in writing to convey key facts and findings

Human resources strategic planning    

Ability to develop integrated HR strategies, governance structures, policies and procedures

Human Resources Management    
Knowledge of onboarding of staff, maintenance of HR documentation, provision of HR advisory services, execute separation processes

 

Required Skills and Experience

Minimum Qualifications of the Successful NPSA

Min. Academic Education    

Bachelor’s degree in Human Resources, accounting, Finance, Business, Public Administration, Economics, Information Technology, or other relevant fields of study required.

 

Min. years of relevant Work experience     

Minimum 4 years of professional experience, preferably in the field of development for candidates with bachelor’s degree.

 

Required  skills and competencies   
●    Demonstrated strong familiarity with UNDP development projects in Indonesia.
●    Proven experience of working effectively in a team with diverse cultural and academic backgrounds.
●    Good inter-personal and team-building skills.
●    Ability to work in a team
●    Strong analytical skills
●    Good inter-personal and team-building skills.

 

Desired additional skills and competencies    

•    Strong knowledge and solid experience in coordination of project management support are essential as well as ability to draft high quality correspondence on administrative issues, briefing notes, graphical summaries, accounting spreadsheets, etc
•    Knowledge of and experience in supporting administration of innovation and technology projects will be highly desirable.
•    Flexible mindset – ‘think outside the box’ with a can-do attitude
•    Familiar with Government and UN/UNDP procedures would be desirable
•    Advance computer skills required, knowledge of spreadsheet and database packages
•    Experience in handling of web based management systems would be highly desirable.
 

Required Language(s) (at working level)    

Fluent in both Bahasa Indonesia and English.

Disclaimer

Important applicant information

All posts in the NPSA categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP 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 at the same grade level and with similar job description, experience and educational requirements.

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