Background
The Operations Management Team (OMT), guided by the United Nations Country Team (UNCT), aims to facilitate the implementation of the Delivery as One (DaO) principles and strategy in Indonesia by harmonizing operational policies of UN agencies, funds, and programmes. Furthermore, the OMT develops and implements inter-agency initiatives to ensure the quality of support services while maximizing resource utilization.
The Common Service Administrative Associate works closely with the Head of the Resident Coordinator's Office, Co-Chairs of the OMT and under the overall supervision of the Operations Manager UNDP to oversee and manage the UN reform agenda, including UN Common Premises and UN Business Operations Strategy, as well as supporting the daily activities of the UN Operations Management Team by tracking and monitoring their workplan, guaranteeing high quality and accuracy of work, and implementing the common services and premises budgets. The Administrative Associate promotes a client, quality, and results-oriented approach.
The Common Services Administrative Associate will work with UN agencies' staff to exchange information and ensure a consistent service delivery. As the budget and administrative activities are administered by UNDP using its own systems, the Common Services Associate will work in close collaboration with the UNDPโs Operations Team that will ensure compliance with UNDP standards and procedures.
Duties and Responsibilities
1. Support implementation of operational strategies and effective management of administrative and budget resources.
- Full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies
- Support UN Common Premises administrative business processes mapping and elaboration of the internal Standard Operating Procedures (SOPs)
- Support analyzing proposals and implementation of cost saving and reduction strategies in consultations with OMT co-chairs
- Support in implementation of the control mechanism for administrative services, maintenance of administrative control records
- Review of data integrity in the OMT database, control programme, analysis of results and initiation of corrective actions when necessary
- Presentation of thoroughly researched budget information for common administrative services of OMT activities
- Proper planning and tracking of common services budget and of agencies contributions to the services account;
- Review of travel authorizations, authorize payments related with common service and common premises budget
- Support in preparing budget and budget comparisons and (mid-year and annual) in collaboration common service support in charge for finance.
- Tracking and following up on contribution from UN agencies and send reminder to collect contribution
- Coordination with UNDP Operations team (related to administrative, human resources, and budgeting processes) to implement common services plans and activities effectively
2. Ensures effective and efficient support to the UN Operations Management Team (UN OMT):
- Support the development of UN OMT annual workplan and annual budget
- Monitor and support the implementation of common services plans
- Support to Working Groups in the implementation of the tasks and initiatives
- Supports the OMT in conducting various UN survey, reviews, and coordinate results
- Provide background information of common services activities for OMT chair and OMT members
- Organize OMT meetings, to provide related updates and follow ups, to ensure that the items discussed at meetings are properly reported and prepare minutes of meetings.
3.Ensures effective and efficient provision of BOS Common Service and Common Premises administration
- Support in coordinating s with UN Agenciesโ OMT focal points the implementation of common activities under the Business Operation Strategy, collects required data and information from UN Agencies, provides summary, and ensures timely annual reporting
- Ensure that common services stock take, opportunity analysis, Cost Benefit Analysis data, Result Framework, and implementation plan is updated and timely integrated in the UNINFO BOS platform and adherence to the guidelines.
- Ensure that the OMT working groupโs plans and BOS implementation plan are aligned, and quarterly monitors the status of common services
- Management of UN common premises including providing assistance to UN agencies in full adherence and implementation of the Memorandum of Understanding (MoU) on the occupation of the common premises, the use of the common services, actively review services under Common Service and provide technical advice and ways forward to supervisor to enhance cost efficiency and effectiveness
- Support the development of common premises annual budget
- Coordination and supervision of office support staff engaged in the fields of registry, reception, telephone operator, cleaning services and general services.
- Coordination with Menara Thamrin building management and any related parties
4. Ensure effective coordination and support related to other activities:
- Support to implementing the BOS Common Services Guidance notes and policies under the various UN-wide strategies, including but not limited to the Disability Inclusion Strategy.
- Support UN OMT in conducting coordination with government offices (State Secretariat, Ministry of Foreign Affairs and other relevant Government institutions) related to the Administration Working Group of the Indonesia UN-Consultative Forum
5.The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that.
- Human rights and gender equality is prioritized as an ethical principle within all actions.
- Activities are designed and implemented in accordance with โSocial and Environmental Standards of UNDP,
- Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production.
- Differentiated needs of women and men are considered.
- 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 barrier is created.
- Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.
Institutional Arrangement:
The Common Services Associate will work with UN agencies' staff to exchange information and ensure a consistent service delivery. As the budget and other financial and administrative activities are administered by UNDP using its own systems, the Common Services Associate will work in close collaboration with the UNDPโs Operations Team that will ensure the compliance with UNDP standards and procedures
Competencies
Competencies and Selection Criteria
Core
Achieve Results:
LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively:
LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously:
LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility:
LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination:
LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner:
LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion:
LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
Core
Achieve Results:
LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively:
LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously:
LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility:
LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination:
LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner:
LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion:
LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
People Management (Insert below standard sentence if the position has direct reports.)
UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical competencies
Thematic Area
Name
Definition
2030 Agenda People
Gender
Gender Mainstreaming
Ethics
UN policy knowledge - ethics
Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
Administration & Operations
Documents and records management
Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Finance
Budget management
Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Finance
Financial reporting and analysis
Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance
Business Management
Working with Evidence and Data
Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
Required Skills and Experience
Recruitment Qualifications
Minimum Education requirements
Minimum Education requirements
- Seconday Education is required. or
- University Degree in Accounting, Finance, Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement
Minimum years of relevant work experience
- Minimum 7 years (with secondary education) and 4 years (with bachelorโs degree) of relevant experience in preparation budget and financial report, handling administrative and general operations in a project.
Required skills
- Demonstrated Good inter-personal skills.
- Demonstrated excellent oral communication skills.
- Demonstrated ability to work in a team.
- Demonstrated experience of strong analytical skills
- Experience in the usage of computers and office software packages (MS Word, Excel, etc, PowerPoint).
Desired skills in addition to the competencies covered in the Competencies section
- Work experience in the UN Common system or other programme support service would be preferrable.
Required Language(s)
Fluency in English and Bahasa Indonesia of the duty station
Professional Certificates
n/a
Please attach your legal working permit in Indonesia in your application
APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION.
Click here to download the form: https://bit.ly/P11-DOWNLOAD
UN 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.
UN 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 UN Indonesia at the same grade level and with similar job description, experiences and education requirements