Administration Support Assistant

Job title: Administration Support Assistant

Company: United Nations

Job description: Details:Mission and objectives:UNODC’s mission is to contribute to global peace and security, human rights and development by making the world safer from drugs, crime, corruption and terrorism.This Strategy for the next five years will equip UNODC to deliver effectively, efficiently and with accountability, elevating our support to Member States to build just, inclusive and resilient societies that leave no one behind.Context:This UNV assignment is part of the UNODC’s Global Maritime Crime Programme (https://www.unodc.org/unodc/en/piracy/index_new.html), in its project office for Southeast Asia and the Pacific. The Global Maritime Crime Programme supports its member states to better address the threat of maritime crime through sound criminal justice responses. Projects work with key criminal justice actors including maritime law enforcers, judges and prosecutors to build operational capacity, improve legal frameworks and encourage cooperative responses to maritime crime.The work the Global Maritime Crime Programme supported in 2021 is summarized in this Annual Report:
https://www.unodc.org/documents/Maritime_crime/UNODC_GMCP_Briefing_Package.pdfTask description:Within the delegated authority and under the supervision of the Global Maritime Crime Programme of UNODC, Programme Coordinator for Southeast Asia and the Pacific, or his/her designated mandated representative(s), the Administration Support Assistant will:

• Organize international and national conferences, meetings, training and workshops held in Indonesia and other countries of Southeast Asia and the Pacific region, and travel to the events’ location if needed;
• Prepare travel plans and organize travel dates for participants to UNODC events, and for UNODC staff as required. Prepare travel requests to be sent to the travel agents to issue air tickets, request payment of Daily Subsistence Allowances (DSAs) and terminal expenses when needed, and determine appropriate budget lines;
• Assist in initiating and finalizing budget revisions, work plans, notes to the file, etc. to facilitate the implementation and monitoring of the assigned project activities, preparation of payment requests;
• Plan and organize the procurement of goods and services required for the assigned projects, ensure compliance with, and verify, regulations and procedures to be applied when procuring goods or services. Conduct low value procurement (up to US$ 10,000) and initiate procurement processes for all types of goods and services required under the assigned projects;
• Collect and compare offers from vendors and liaise with the UNODC Procurement Team in Bangkok and relevant personnel at UNDP Country Offices to ensure abidance with relevant UN rules and regulations. Liaise with bidders and vendors, and follow up with suppliers and expediters to ensure timely delivery;
• Support the closing of administrative workflows in relation to the procurement of goods and services after they have effectively been received, and liaise with UNDP Country Offices;
• Contribute to the development of administrative and financial guidance for UNODC programme personnel in the region, and contribute to exchange of information among colleagues to identify and spread best practices and experiences;
• Perform any other work-duties as required.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, politikletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/expected outputs:
As an active UNODC Global Maritime Crime Programme team member, efficient, timely, responsive, client-friendly and high-quality support rendered to the UNODC Global Maritime Crime Programme and its beneficiaries in the accomplishment of her/his functions, including:

• Programme implementation is supported through effective engagement with regional counterparts and experts, detailed planning, support to implementation, delivery of technical assistance and the conduct of research and analysis;
• Programme management is supported through effective internal planning, communication with UNODC colleagues, coordination and oversight of consultants, financial planning and monitoring and regular project implementation reviews;
• Programme development is supported through effective monitoring of developments in existing capacity and capability levels in complete maritime crime prosecution and the preservation of international maritime law principles;
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment;
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

Requirements:combined professional work experience at the national and/or international level related to administrative and financial management.

• Experience in the use of computers and office software packages (MS Word, Excel, PowerPoint, etc.) and knowledge of spreadsheet and database packages are required.
• Excellent oral and written skills; excellent calculation and administrative skills;
• Work experience with web-based enterprise resource management systems is required;
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development;
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment;
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines.

Competencies and values:

• Professionalism: demonstrated understanding of operations relevant to UNODC Global Maritime Crime Programme; technical capabilities or knowledge relevant or transferrable to UNODC Global Maritime Crime Programme procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;
• Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;
• Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;
• Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNODC Global Maritime Crime Programme’s mission and vision, as well as to the UN Core Values.

Area(s) of expertise:

• Business management
• Economics and finance
• Administration

Required education level:Bachelor degree or equivalentOther information: • The position will be based in the capital Jakarta, where basic living needs, including accommodation, banking facilities, medical facilities and telecommunications/internet services are readily available. All staple foods can be found in the markets. Many imported goods are available in Jakarta and other places throughout Indonesia. Jakarta has many good restaurants with good health standards and most guesthouses provide food. In Indonesia, the most used means of transportation are taxi or local bus. Mobile phone is the most dependable tool to be in-touch with colleagues and friends. Internet service is readily available and affordable at most apartment complexes. ATMs are everywhere in Indonesia and western cards can usually be used to withdraw Indonesian Rupiah.

• As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.

Expected salary:

Location: Jakarta

Job date: Sun, 05 May 2024 06:02:09 GMT

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