Admin Assistant (Asset And Operation Support)

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergorigorous reference and background checks.

UNDP is the leadingUnited Nations organization fighting to end the injusticeof poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nationsto build integrated, lasting solutions for people and planet. Learnmore at undp.org or follow at @UNDP

The United Nations Development programme in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, HR UNDP Indonesia is opening vacancies for roster of qualified personnel to be based not only in Jakarta but also in other areas as required. Candidates will be assessed by UNDP Human Resources team for particular type/level of function.

Duties And Responsibilities

Under the supervision of the Admin Associate, the Admin Assistant (Asset and Operation Support) will provide the Admin team with sufficient related administrative support mainly in Asset Management. In addition to their daily routine, the Admin Assistant will also fulfil the tasks to be assigned by the Admin Associate.

The Admin Assistant (Asset and Operation Support) will be expected to assume the following tasks:

• Provide support in registering and migrating attractive item data base into Quantum for audit purposes
• Perform any other administrative/financial duties as requested by Admin Associate including monitoring 2023 outstanding ticket payment and no Travel Claim of the TRs
• Provide support in completing and updating attractive item date base (valued USD 500 – USD 5000) with required detail asset information i.e. PO number, Tag Number, Serial Number, acquisition cost, etc.
• Provide support in conducting physical verification on office attractive items as per developed data base.

The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that

• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
• Necessary arrangements to provide gender parity within all committees, meetings, trainingsetc. introduced.
• Differentiated needs of women and men are considered;
• Human rights and gender equality is prioritized as an ethical principle within allactions;
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barriers created.

Institutional Arrangement

The Admin Assistant (Asset and Operation Support) will report to the Admin Associate.

Competencies

Core

Achieve Results

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes

improvements

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage And Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity And Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area Name Definition

Administration & Operations Asset management Ability to manage asset management including updating asset data base physical check verification and registering and migrating data base to Quantum.

Administration & Operations Admin policy and procedures Knowledge of Admin policy including travel policy and procedures; administrative and financial regulations travel related matters

Finance Payment process Ability to support in finance payment process

Procurement Procure-to-pay Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations

2030 agenda-people Gender Gender mainstreaming

Administration & Operations Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Required Skills And Experience

Min. Education

Requirements

• Bachelor’s degree in Business Administration, Economics, Engineering, Political/Social Sciences would be preferable or
• High school degree with 4 years of relevant experience will be given due consideration in lieu of Bachelor’s degree

Min. years of relevant work experience

□ Minimum 4 years of experience with High School Educationor

1 year with Bachelor’s degree of relevant working experience with international institutions/organizations

Min. Education

Requirements

• Bachelor’s degree in Business Administration, Economics, Engineering, Political/Social Sciences would be preferable or
• High school degree with 4 years of relevant experience will be given due consideration in lieu of Bachelor’s degree

Min. years of relevant work experience

□ Minimum 4 years of experience with High School Educationor

1 year with Bachelor’s degree of relevant working experience with international institutions/organizations

Minimum Qualifications Of The Successful NPSA

Min. Education

Bachelor’s degree in Business Administration, Economics, Engineering, Political/Social Sciences would be preferable or

High school degree with 4 years of relevant experience will be given due consideration in lieu of Bachelor’s degree

Min. years of relevant work experience

Requirements

Minimum 4 years of experience with High School Educationor

1 year with Bachelor’s degree of relevant working experience with international institutions/organizations

Required Skills

• Strong interpersonal skills, communication, and ability to work in a team
• Experience in Microsoft Office, Windows-based applications, integrated web-based management systems, spreadsheets and databases.
• Strong report writing skills

Desired skills in addition to the competencies covered in the Competencies section

• Experience in organizing and coordinating events andactivities.
• Experience working in collaboration with governmental organizations.

Required Language(s)

• Proficiency in Bahasa Indonesia and a basic level of English are required

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant Information About UNDP Rosters

Note: UNDP 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 at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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