108882 - UNDP Roster Position for Project Assistant - (For Indonesian Nationality Only)

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.

The United Nations Development programme in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, HR UNDP Indonesia is opening vacancies for roster of qualified personnel to be based not only in Jakarta but also in other areas as required. Candidates will be assessed by UNDP Human Resources team for particular type/level of function.

Under the supervision of the Project Manager, the Project Assistant will provide the Project technical team with sufficient administrative support. In addition to their daily routine, the PA will also fulfil the tasks to be assigned by the Project Manager.

Duties and Responsibilities

The Project Assistant (PA) will be expected to assume the following tasks:

• Provide general administrative support to ensure the smooth running of the project activities;
• Provide logistical support to the Project Manager and project team in conducting different project activities (trainings, workshops, stakeholder consultations, etc.);
• Organize meetings, help drafting the business correspondence with the Project Team and other communication with the project partner
• Support the project outreach and Public Relations activities in general, including keeping of the project website up to date; 
• Keep files with project documents, expert reports;
• Control the usage of non-expendable equipment (record keeping, drawing up regular inventories);
• Keep regular contact with project experts and consultants to inform them about the project details and changes;
• Draft correspondence and documents; support the finalization of correspondence of administrative;
• Act on telephone inquiries, fax, post and e-mail transmissions, and co-ordinate appointments;
• Perform any other administrative/financial duties as requested by the Project Manager;
• Provide support to preparation administrative documents such as tender documents;
• Follow up UNDP administrative procedures in terms of procurement and/or finance;
• Provide support to Public Relations activities of project.

The incumbent of the position should avoid any kind of discriminatory behaviour 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.

Institutional Arrangement

The Project Assistant will report to the Project Manager.

Competencies

CORE COMPETENCIES

• Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
• Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
• Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships.
• Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

CROSS-FUNCTIONAL AND TECHNICAL COMPETENCIES

• Events Management: Ability to manage events, including venue identification, accomodation, logistics, catering, transportation, and cash disbursements, etc.
• Travel Policy and Procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel related matters.
• Budget Management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
• Procure-to-Pay: Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations.
• Gender: Gender mainstreaming.
• Documents and Records Management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Required Skills and Experience

Academic Education:

• Bachelor’s degree in Business Administration, Economics, Engineering, Political/Social Sciences would be preferable or
• High school degree with 4 years of relevant experience will be given due consideration in lieu of Bachelor’s degree

Experience:

• Minimum 4 years of experience with High School Education or 1 year with Bachelor’s degree of relevant working experience with international institutions/organizations

Required Skills:

• Experience in Microsoft Office, Windows-based applications, integrated web-based management systems, spreadsheets and databases.
• Strong interpersonal skills, communication, and ability to work in a team
• Strong report writing skills

Additional Skills:

• Experience working in collaboration with governmental organizations.
• Experience in organizing and coordinating events and activities.

Language:

• Proficiency in Bahasa Indonesia and a basic level of English are required

 

 

APPLICANTS MUST COMPLETE THE P11 FORM AND SUBMIT IT AS PART OF THEIR APPLICATION. Click here to download the form: - https://bit.ly/3R8T1mv

UN 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.

UN 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 UN Indonesia at the same grade level and with similar job descriptions, experience, and education requirements.