61069 Project Operations Clerk (2 positions) (For Indonesian Nationality Only)- see details at:
Location :Jakarta, INDONESIAApplication Deadline :03-Nov-15Additional CategorySustainable Development and Poverty ReductionType of Contract :Service ContractPost Level :SC-4Languages Required :
English Duration of Initial Contract :6 months (with the possibility of extension, subject to satisfactory performance and funding availa
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Background
Organizational Context
UNDP partners with people at all levels of society
to help build nations that can withstand crisis, and drive and sustain
the kind of growth that improves the quality of life for everyone. On
the ground in 177 countries and territories, UNDP offers global
perspective and local insight to help empower lives and build resilient
nations.”
UNDP Indonesia's mission is to be an agent for
change in the human and social development of Indonesia. We aim to be a
bridge between Indonesia and all donors as well as a trusted partner to
all stakeholders. We work in four key areas of development: Governance
Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and
Environment Management, with the overarching aim of reducing poverty in
Indonesia. Besides the four priority areas, UNDP Indonesia is also
engaged in a variety of crosscutting initiatives focused on HIV/AIDS,
gender equality, and information and technology for development.”
.
UNDP Indonesia's mission is to be an agent for
change in the human and social development of Indonesia. We currently
implement several projects in four key areas of development: Democratic
Governance, Poverty Reduction and MDGs/SDGs,, Conflict Prevention and
Recovery and Environment Management, with the overarching aim of
improving human development in Indonesia. Besides the four priority
areas, UNDP Indonesia is also engaged in a variety of crosscutting
initiatives focused on HIV/AIDS, gender equality..
UNDP Indonesia is poised to enhance the operations
capacity of its projects. A joint Project Operations Team is established
to serve a number of projects. The Project Operations Team is client-
and solution-oriented, while providing high quality, timely operations
services with value for money and in line with UNDP operations policies
and procedures. The Project Operations Team works hand in hand with
other project colleagues to ensure that UNDP’s quality, timely,
efficient delivery on which the Project Operations Team’s success wil
eventually be measured.
Under the overall guidance and supervision of
Project Operations Manager, the Project Clerk is responsible to support
the project on a day-to-day basis to cover operationsfunctions such as
procurement, HR, general office and general project administration and
regulations. He/she provides project support services ensuring high
quality of work, ensures accurate, timely and properly
recorded/documented service delivery. The Project Clerk promotes a
collaborative, client-oriented approach consistent with UNDP rules and
regulations.
Duties and Responsibilities
Function/Key Results Expected
1. Support the project teams to ensure
effective project planning and implementation focusing on achievement
of the following results:
Effective support to the project team in compiling
basic information/data on specific project and related topics or
issues.Provision of administrative support in preparing submission of
project documentation to be compliance with prevailing delegation
authority and relevant procedures, follow up on identified
inconsistencies; coordination support with relevant colleagues in
Programme/ Operations COTimely distribution of project documents to
relevant parties upon approval and proper filling management .Effective
operations support to the project team in line with prevailing
government and UNDP’s regulations;
2. Support to the effective reporting on progress of project implementation
Provision of administrative support to the
preparation of annual and quarterly work planning as well as project
board meetings, audit, operational and financial closure of a
project.Provision of administrative support to the preparation of
quarterly project reports, in line with the monitoring and reporting
guidelinesProvision of support to project team in preparation update
progress review to the project assurance team on a timely manner;
3. Provides administrative and logistic
support to the Project Management Unit focusing on achievement of the
following results:
Receipt of shipments, customs clearance
arrangements, preparation of documents for UNDP shipments
(received/sent), arrangements for shipments. Preparation of all
necessary documentation, implementation of follow-up actions, drafting
correspondence related to shipments/customs clearance.Arrangement of
travel and hotel reservations, preparation of travel
authorizations.Support to staff members and their dependents by
processing requests for visas, identity cards and other documents in
accordance with requirements of the United Nations and national
government.Administrative support to organization of conferences,
workshops, retreats. - Collection of information for DSA, travel
agencies and other administrative surveys. - Preparation of routine
correspondence, faxes, memoranda and reports in accordance with CO
SOP.Suport to the filling management in Project Management UnitChecking
vehicle logs and preparation of the draft vehicle history reports and
maintenance plans as applicableSupport to Project Procurement Officer in
preparatio of documentation for procurement processes including
preparation of RFQs, ITBs or RFPs documents and preparation of
POs.Ensuring timely submission of attendance records. Act as leave
monitor.Custodian for management of office stationery supplies including
maintenance of stock list of stationery, distribution of stationery as
required by staff and keeping a log of distribution.Provision
administrative supoort for audit as guided by Project Finance Officer
4. Provides support to office maintenance and assets management, focusing on achievement of the following results:
Updated records on assets management and timely preparation of reports.Verified Inventory and physical checking.
5. Supports knowledge building and knowledge sharing focusing on achievement of the following results:
Participation in the trainings for the operations/
projects staff.Contributions to knowledge networks and communities of
practice.
Competencies
Competencies and Critical Success Factor
Functional Competencies:
Operational Effectiveness
Ability to perform a variety of repetitive and
routine tasks and duties related to programme support Operational
EffectivenessAbility to review data, identify and adjust
discrepanciesAbility to handle a large volume of work possibly under
time constraintsGood knowledge of administrative rules and
regulationsDetailed knowledge and understanding of clerical,
administrative, secretarial best practices and procedures, in-depth
knowledge of office software applications relating to word processing
data management presentation, ATLAS, as requiredAbility to operate and
maintain a variety of computerized business machines and office
equipment in order to provide efficient delivery of serviceAbility to
organize and complete multiple tasks by establishing priorities
Managing Data
Collects and compiles data with speed and accuracy
identifying what is relevant and discarding what is not, records it in
an accessible manner and maintains data basesThoroughly and methodically
collects, verifies and records data demonstrating attention to detail
and identifying and correcting errors on own initiativeTransmits file
data; creates and generate queries, reports and documents utilizing
databases, spreadsheets, communications and other software packages with
speed and accuracyInterprets data, draws conclusions and/or identifies
patterns which support the work of othersManaging Documents,
Correspondence and ReportsCreates, edits and presents information
(queries, reports, documents) in visually pleasing, clear and
presentable formats such as tables, forms, presentations, briefing
notes/books and reports using advanced word processing and presentation
functions and basic database and spreadsheet softwareEdits, formats and
provides inputs to correspondence, reports, documents and/or
presentations using work processing, spreadsheets and databases meeting
quality standards and requiring minimal correctionShows sound grasp of
grammar, spelling and structure in the required languageEnsures
correspondence, reports and documents comply with established UN
standardsAbility to produce accurate and well documented records
conforming to the required standard
Planning Organizing and Multitasking
Organises and accurately completes multiple tasks
by establishing priorities while taking into consideration special
assignments, frequent interruptions, deadlines, available resources and
multiple reporting relationshipsPlans, coordinates and organises
workload while remaining aware of changing priorities and competing
deadlinesDemonstrates ability to quickly shift from one task to another
to meet multiple support needsEstablishes, builds and maintains
effective working relationships with staff and clients to facilitate the
provision of support
Core Competencies:
Demonstrating/safeguarding ethics and
integrityDemonstrate corporate knowledge and sound
judgmentSelf-development, initiative-takingActing as a team player and
facilitating team workFacilitating and encouraging open communication in
the team, communicating effectivelyCreating synergies through
self-controlManaging conflictLearning and sharing knowledge and
encourage the learning of others. Promoting learning and knowledge
management/sharing is the responsibility of each staff member.Informed
and transparent decision making
Required Skills and Experience
Recruitment Qualifications
Education:*
Diploma (3 years) in Accounting, Finance, Business,
Public Administration, Economics, Political Sciences, Social Sciences
or other relevant fields of study
Experience:*
Minimum 5 years of relevant professional experience, preferably in the field of development
Language Requirements: •
Ability to written and spoken English is required;
Skills:
English and Indonesian writing skillsWord,
Powerpoint, Excel, and other graphic and database programmes.Basic
accounting and financial management.Administrative and business process
skillsClient and result orientation skillsTime managementAbility to
persuade and manage othersAuthorativeness in his/her areas of
responsibilitiesEvent organizing skills
Other Requirements:
Demonstrated familiarity with UNDP development
projects in Indonesia is an advantageKnowledge of and experience in
supporting administration of multi donor projects will be highly
desirable.
APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to download the form :http://bit.ly/P11SC
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. Female candidates are strongly encouraged
to apply . All applications will be treated with the strictest
confidence.
UNDP 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 UNDP Indonesia at the same grade level and with
similar job description, experience and education requirements
ATLAS POSITION NO.
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.
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