Administrative Clerk, Multi Donor Programme - Support to Indonesia's Democratic, Jakarta

ADMINISTRATIVE CLERK, MULTI DONOR PROGRAMME - SUPPORT TO INDONESIA'S DEMOCRATIC
Location : Elections MDP Project Office in Jakarta, INDONESIA
Application Deadline : 27-Feb-09
Type of Contract : Service Contract
Languages Required :
English
Duration of Initial Contract : 1 year (renewable)

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.

I. Organizational Context

The Multi-Donor Programme - Support to Indonesia?s Democratic Elections (Elections MDP) project is a 3-year technical assistance initiative that seeks to enhance and further consolidate the institutional and professional capacities of the KPU, the Panwaslu, its Secretariat and its regional offices to meet the numerous priorities that are faced both in the immediate and longer-term. It also seeks to enhance the quality of participation of voters in Indonesia?s elections, by increasing the awareness of voters on the importance of democratic processes that will serve as a foundation for post-election engagement with elected public officials. This support also seeks to facilitate the Government of Indonesia in coordinating international support to elections in Indonesia, with the aim of achieving a harmonized donor programme in line with the principles contained in the Paris Declaration of Aid Effectiveness.

The Elections MDP project office has been established with above 30 personnel to facilitate implementation of the planned project activities. The Administrative Clerk is based at the project office. Under the guidance and supervision of the Administrative Associate of the Elections MDP project, the Administrative Clerk provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Clerk promotes a client, quality and results-oriented approach. The Administrative Clerk works in close collaboration with the projects staff to ensure consistent service delivery.




II. Functions / Key Results Expected

Summary of Key Functions:

* Implementation of operational strategies
* Provision of administrative and logistical support
* Provision of support to office maintenance and assets management
* Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

* Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
* Provision of inputs to preparation of administrative team results-oriented workplans.

2. Provides administrative and logistical support, focusing on achievement of the following results:

* Handle visitors in the project office
* Receive and forward all incoming and outgoing mails, telephone calls and faxes
* 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.
* Preparation of routine correspondence, faxes, memoranda and reports in accordance with Elections MDP SOP.
* Extracting, inputting, copying and filing data from various sources.
* Maintenance of files in Project Implementation Support Unit
* Maintain movement/travel records of the project personnel and submit periodical movement report
* Maintain leave applications, attendance sheets and leave plans of all project personnel and functions as leave monitor
* Provide administrative support to the senior project management personnel


3. Provides support to office maintenance and assets management, focusing on achievement of the following results:

* Collection of information on assets management, maintenance of records and files on assets management.
* Maintenance of files and records relevant to office maintenance.
* Maintenance of the filing system ensuring safekeeping of project resource materials and maintenance of the project resource room/mini library.
* Maintain records of project assets and prepare periodical asset reports
* 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.


4. Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

* Participation in the training for the operations/projects staff on administration.
* Contributions to knowledge networks and communities of practice.

III. Impact of Results

The key results have an impact on the execution of the Project?s administrative/logistical services in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative/logistical services.





IV. Competencies and Critical Success Factors

Corporate Competencies:

* Demonstrates commitment to UNDP?s mission, vision and values
* Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

* Shares knowledge and experience
* Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

* Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work.
* Ability to review data, identify and adjust discrepancies
* Ability to produce accurate and well documented records conforming to the required standard
* Ability to handle a large volume of work possibly under time constraints
* Good knowledge of administrative rules and regulations
* Strong IT skills

Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work.

Leadership and Self-Management

* Focuses on result for the client and responds positively to feedback
* Consistently approaches work with energy and a positive, constructive attitude
* Remains calm, in control and good humored even under pressure




V. Recruitment Qualifications


Education:

Diploma Degree in Administration or related field. University Degree would be desirable, but it is not a requirement.


Experience:

2 to 3 years of relevant administrative experience. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language Requirements:

Fluency in the UN and national language of the duty station.



?Female candidates are encouraged to apply?



? 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.?
Ensure all recommended candidate that have been

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