Position : Programme Administrative
Officer
Duration : 1 (one) year
Background
United
Cities and Local Governments Asia Pacific (UCLG ASPAC) is the
biggest regional section of the United Cities and Local Governments (UCLG) in which its Secretariat is
based in Jakarta, Indonesia and hosted by the Provincial Government of
Jakarta. UCLG is a
worldwide association of local governments and the officially recognized voice of local governments by
the United Nations. UCLG ASPAC has linkages to more than 7,000 local governments. It represents well over 3.76 billion people - more
than half of the world population - and incorporates economically fast developing countries such as China,
India, and Indonesia.
UCLG
ASPAC is the key knowledge management hub on local government issues in the
Asia-Pacific region. It promotes democratic local government, supports cooperation between cities, local governments and their associations, and
facilitates programmes, network and partnerships to develop the capacity of
local governments and the associations. Moreover, UCLG ASPAC represents local
governments politically within the international community, and with the United Nations and its agencies. It
also promotes inclusive societies which safeguard equality, social and economic justice, and
sustainable community development. UCLG ASPAC is engaged in all relevant
thematic fields for nurturing sustainable development comprising poverty
alleviation, climate change, disaster resiliency, culture, strategic planning,
decentralization, local finance, gender equality, women
leadership and empowerment as well as good
governance.
The Programme Administrative
Officer (PAO) will be hired for 1 (one) year period with
possibility of extension on good performance basis. She/he will be placed at
UCLG ASPAC Secretariat Office in Jakarta. The POA is responsible for administering
the programs within UCLG ASPAC and providing assistance and support to Programme
Division. She/he shall report to the Programme Manager and take day-to-day
direction from the Programme Manager and/or Secretary General.
.
Objective and goal:
- To provide proactive, accurate, timely and high-quality administrative work to the existing programs/projects and to ensure proper filing of all assigned programs/projects in hard and soft copies.
- To provide comprehensive secretarial and administrative support to the Programme Division.
- To provide assistance in ensuring that the administrative requirements of the programs/projects are running in efficient and effective ways and adopt to changing and demanding circumstances.
- To provide assistance in maintaining the communication with the donor agencies and be responsible for the overall integrity and coherence of the administrative requirement of the programs/projects in coordination with the Programme and other Divisions within UCLG ASPAC.
- To ensure smooth information flow on the programs/projects to other Divisions within UCLG ASPAC and relevant partners.
- To be taking part on promoting UCLG ASPAC in local, national, and international forum
Scope of Work/Key Duties
Under this Scope of
Work, the POA will carry out the following key activities:
1.
Be responsible for the day-to-day administration and providing
secretarial duties related with programs/projects.
2.
Be responsible for travel arrangements (ticket, hotel, visa, etc) related
with program/project’s visits and activities.
3.
Be responsible for logistical support related with programs/projects’
visits and activities (i.e catering, meeting venue, etc)
4.
Be responsible in maintaining and filing timesheet of program/project consultants
or experts.
5.
Be responsible in maintaining, keeping records, and updating the
filling for all programs/projects.
6.
Be responsible for dealing with program/project’s
assets procurement and maintaining the assets’ record and contracts.
7.
Design, establish
and maintain a central filing system for administration and ensure quick
retrieval of files when needed.
8.
Assist the Programme Manager and/or Program/Project
Staff in monitoring project budget and financial expenditures and their
conformity to the work-plan, process payment and advance requests.
9.
Liaise with finance
to ensure that all bills related projects expenses are paid on a timely basis.
10.
Assist the Programme Manager and/or Program/Project
Staff in preparing the evaluation, annual and/or all kinds of reports on the
administrative matters.
11.
Assist the Programme Manager and/or Program/Project
Staff in drafting correspondences and minutes meeting as needed.
12.
Perform other administrative tasks consistent
with the overall scope for this post as directed by the Secretary General.
Special Requirements of the Assignment
·
Minimum of a bachelor’s degree in business
administration, social sciences and/or related fields.
·
Minimum 5 (five) years of professional
experience in capacity development and working in a similar position in an NGO and/or an
International Organization.
·
Demonstrated ability
to do budgeting and financial and administrative reporting.
·
Demonstrated
experience working with local governments, multi-donor agencies, and/or
development partners.
·
Ability to administer programs/projects and
initiatives.
·
Advanced computer skills, particularly MS Office.
·
Honest, trustworthy and demonstrate sound work
ethics.
·
Ability to quickly establish professional
rapport with colleagues and other persons.
·
Ability to work
under pressure and to deadlines required.
·
Experience in
working in an international environment, respecting different cultures and
nationalities.
·
Effective written and
communication skills.
·
Effective verbal,
presentation and listening communication skills.
·
Positive work ethic with
a willingness to learn.
·
Considerable
domestic and international travels may be required.
Deliverables
1.
Project financial
progress report.
2.
Monthly financial
work plan and activities in consultation.
3.
Project filing
system including but not limited to project assets and expenditures.
Supporting
Team
The post will be supervised by the Programme
Manager.
Dateline
please
submitted your Application letter and your CV to : Finance@uclg-aspac.orc before November 18th -
2018 16.00 WIB
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