Administrative Associate (5 post)- Jakarta - Indonesia

Background

The United Nations Office on Drug and Crime (UNODC) provides technical assistance related to combating terrorism, organized crime, corruption and drugs to requesting Member States. This assistance also supports States Strengthening criminal justice and health systems and to ratify and successfully implement international conventions and protocols, in compliance with the rule of law and human rights. UNODC Programme office in Indonesia supports the government of Indonesia to strengthen responses to these challenges. 

POIDN functions within the framework of UNODC’s Regional Office for Southeast Asia and the Pacific (ROSEAP) and supports the implementation of programming being undertaken by ROSEAP and other global programmes in Indonesia. e ROSEAP’s Regional Programme outlines the proposed scope and focus of UNODC's work in the region. It provides a framework for delivering a coherent programme of work to: 
(i) give clear focus to supporting Member States and regional partners in achieving priority crime and drug outcomes; and 
(ii) increase the responsiveness, efficiency and effectiveness of UNODC's support to the region.

The Administrative Associate will be based in the Programme Office for Indonesia (POIDN), in Jakarta.

Summary of Key Functions:

Under the direct supervision of the Team Leader of the Pool of Administrative Services and the additional supervision of the UNODC Country Manager, the Programme Associate will be responsible for providing a range of administrative and logistical support to the implementation of UNODC activities. The activities to be supported may cover the full spectrum of UNODC mandate areas: counter-terrorism, organized crime, cybercrime, drug production and trafficking, criminal justice and prison reform, drug demand reduction and HIV/AIDS prevention and treatment, anti-corruption, anti-money laundering, etc. For this post, specific adminsitrative support will be provided to the Subprogramme on Drug Demand Reduction and HIV/AIDS.  The position may also be given additional adhoc tasks as approved by the Country Manager.

Duties and Responsibilities

• Specific tasks to be performed by the Administrative Associate:

The incumbent will fulfill the following tasks: 

• Assist in initiating and finalizing budget revisions, work plans, notes to the file, etc. to facilitate the implementation and monitoring of the assigned project activities; 

• Organize international and national conferences, meetings, training and workshops held countries of Southeast Asia and the Pacific region, and travel to the events' location if needed; 

• Prepare travel plans and organize travel dates for participants to UNODC events, and for UNODC staff as required. Prepare travel requests to be sent to the travel agents to issue air tickets, request payment of Daily Subsistence Allowances (DSAs) and terminal expenses when needed, and determine appropriate budget lines; 

• Prepare any document required for consultants’ contract issuance/management and follow up on payment requests of their fees as per their terms of reference; 

• Provide support to assigned projects and to relevant UNODC personnel in Bangkok and Jakarta on aspects related to the preparation of payment requests in the UNODC administrative systems (Umoja and ProFi), as well as payment reconciliation and expenditure verification. Follow up with UNDP offices on project expenditures and payments; 

• Plan and organize the procurement of goods and services required for the assigned projects, ensure compliance with, and verify, regulations and procedures to be applied when procuring goods or services. Conduct low value procurement (up to US$ 10,000) and initiate procurement processes for all types of goods and services required under the assigned projects; 

• Collect and compare offers from vendors and liaise with the UNODC Procurement Team in Bangkok and relevant personnel at UNDP Country Offices to ensure abidance with relevant UN rules and regulations. Liaise with bidders and vendors, and follow up with suppliers and expediters to ensure timely delivery;

• Complete administrative workflows in relation to the handover of equipment to Member States’ institutions and liaise with the UNODC personnel in Jakarta and Bangkok in charge of asset management;

• Support the closing of administrative workflows in relation to the procurement of goods and services after they have effectively been received, and liaise with UNDP Country Offices and relevant UNODC personnel in Bangkok and Jakarta to provide/obtain the necessary documentation;

• Contribute to the development of administrative and financial guidance for UNODC programme personnel in the region and contribute to exchange of information among colleagues to identify and spread best practices and experiences.

• Draft correspondence and contribute to project documents; 

• Prepare informal translations and act as interpreter when required; 

• Contribute to developing and maintaining a filing system for projects; 

• Perform any other work-duties as required.

 

Impact of Results 

 

Efficient and timely achievement of the results directly affects programme delivery.  Inaccuracy in information supplied, inefficiency in support services provided, inadequacy in organizational and logistical arrangements made and insufficient client orientation will have a significant negative impact on programme efficiency and Organization’s reputation. 

Competencies

Core Competencies:

• Demonstrating/safeguarding ethics and integrity  
• Self-development, initiative-taking 
• Acting as a team player and facilitating teamwork
• Good inter-personal skills and ability to establish and maintain effective partnership and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender
• Take Interest and new ideas and new ways of doing thing
• Actively seeks to improve

 

Functional Competencies:   

• Display a commitment and understanding of development cooperation issues.
• Maturity combined with tact and diplomacy.
• Ability to adapt quickly to new working environments.
• Shares knowledge and experience.
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills. 
• Exhibit excellent client engagement and communication skills suitable for working in an international organization; and 
• Good English, both written and spoken.

Corporate Competencies:

• Demonstrates commitment to Organization’s mission, vision, and values.

• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

 

Development and Operational Effectiveness

• Ability to perform a variety of standard tasks related to Results Management, including screening, and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information

• Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems

 

Innovation and Marketing New Approaches.

• Documents and tracks innovative strategies/best practices/new approaches; and

• Responds positively to new approaches.

 

Client Orientation.

• 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:

• Completion of High School is a minimum requirement. 
• Bachelor’s degree in in Accounting, Finance, Business, Public Administration, Economics, Political Sciences, Social Sciences or other relevant fields of study would be desirable, but it is not a requirement. 

 

Experience:

• Minimum  6 years with High school completion  or 3 years with Bachelor’s degree of professional experience, preferably in the field of administration/programme implementation. 
• Experience with UN projects in Indonesia would be highly desirable.
• Strong knowledge and solid experience in coordination of project management support are highly desirable 
• Experience in  drafting high quality correspondence on budget-related issues, briefing notes, graphic and statistical summaries, accounting spreadsheets would be highly desirable
• Experience dealing with Government and knowledge on the Government and UN procedures would be desirable 
• Good inter-personal and team building skills.
• Advance computer skills required, knowledge of spreadsheet and database packages
• Experience in handling of web based management systems would be highly desirable.

 

Language Requirements:

Good English language skills and fluency in oral and written Bahasa Indonesia required. 

 

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION.

Click here to download the form: 

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 description, experiences and education requirement