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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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 and Critical Success Factor
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
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
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
Diploma (3 years) in Accounting, Finance, Business, Public Administration, Economics, Political Sciences, Social Sciences or other relevant fields of study
Minimum 5 years of relevant professional experience, preferably in the field of development
Language Requirements: •
Ability to written and spoken English is required;
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
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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