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.
The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.
UNDP Indonesia has a complex and challenging Country Programme covering a wide range of environment related issues, including climate change mitigation and adaptation, environmental governance and natural resource management, pollution, protecting biodiversity, renewable energies and waste management. The Programme also pursues linkages with other projects and programmes addressing issues such as disaster risk reduction, poverty eradication and inequalities under the framework of Sustainable Development Goals.
The UNSDCF and UNDP Country Programme Document (CPD) are designed in full alignment with the 2030 agenda, The strategic priorities of UNDP Indonesia for the next five-years are encapsulated under four outcome areas: 1) Inclusive Human Development; 2) Economic Transformation, 3) Resilience to Climate Change and Disasters, and 4) Innovations for accelerating the achievement of the SDGs.
Within the Indonesia Country Office (CO), the Operations Team provides programme with backbone support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and CO transactions support. The team further provides demand-driven Common services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel on areas such as protocol, visa facilitation, travel, and others.
Within the Country Office (CO), the Programme team has a responsibility of developing, providing oversight, and ensuring adherence to the quality standards of UNDP’s projects and programmes in full alignment with the priorities set out in the CPD and UNSDCF. Programme staff provide high level advice on programming, technical issues covered under the CPD, advocate for UNDP Corporate messages and engage partners including governments, private sector, development partners, civil society organizations, UNDP corporate bodies including regional and Headquarters to coordinate and catalyze knowledge, lessons learning and partnerships to design effective and innovative programmes. Programme team further oversees effective implementation of the country programme and its outcomes and strategic direction of UNDP, contribution to UN cooperation framework. The team further ensures that quality principles as per the UNDP policies and guidelines are adhered to during the entire cycle of programming and across management of portfolios. Strategic partnerships support resource mobilization and identify strategic programme areas of cooperation for new initiatives, including joint programming opportunities. Programme team is responsible to maintain effective partnerships with relevant development partners and government, UN Agencies, IFIs, government institutions, bilateral and multilateral donors, private sector, and civil society in the designated support areas.
The CO also comprises of the Management Performance and Oversight team that provides strategic guidance entrusted with the corporate alignment, programme finance management, and quality assurance. It works closely with programme teams in target-setting, and results monitoring/reporting.
The strategic communications team provides knowledge management and communication support to all programme interventions.
Duties and Responsibilities
Under the guidance of the Resident Representative (RR) and Deputy Resident Representative (DRR) and direct supervision of the Resident Representative, the Executive Associate ensures the effective and efficient functioning of the Front Office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow, and follow-up on deadlines and commitments made.
The Executive Associate can supervise and delegate to the secretarial and clerical staff of the office for the effective and efficient running of the Front Office. The Executive Associate works in close collaboration with CO staff and projects personnel and other UN agencies staff to exchange information and ensure consistent service delivery.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Ensures the effective and efficient functioning of the Front Office, focusing on achievement of the following results.
- Maintenance of the RR and DRR’s calendars, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required, and/or taking notes and minutes.
- Maintenance and facilitation of protocol procedures.
- Preparation of high-quality briefing materials for RR and/or DRR appointments, meetings, and missions.
- Preparation of informal translations.
- Management of RR and DRR missions (including travel and other logistics), and representation schedule.
- Maintenance of rosters and contact lists of high-level partners and other relevant stakeholders.
- Preparation of correspondence, directives, comments on behalf of the RR and/or DRR for their signature and follow-up as required.
- Use of automated office management systems for the effective functioning of the RR and DRR offices.
Ensure provision of effective communications support to the office, focusing on achievement of the following results.
- Maintenance of the filing system ensuring safekeeping of confidential materials. Use of an automated filing system.
- Coordination of the information flow in the office, follow-up on circulation files.
- Follow-up on deadlines, commitments made, actions taken, and coordination of inputs to, and collection and submission of briefings and reports to or for the RR and/or DRR.
- Screening of all incoming calls and correspondence.
- Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the RR and DRR offices with other units/teams.
Ensure proper staff performance management, talent management and career development in CO.
- Provide background information and maintain related data acting as Secretary to formal CO management groups responsible for collectively reviewing and discussing CO staff performance, talent, and development needs.
- Provide assistance to Performance Management reporting and monitoring.
- Provide input to the CO-wide Learning plan’s preparation in consultation with the Senior Management, HR Associate/Talent Development Manager.
Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results.
- Organization of specialized trainings for relevant administrative, secretarial, and clerical staff.
- Organization of training to UN staff on coordination, administration, and protocol procedures.
- Participation in the training for the programme/operations/projects staff on administration.
- Sound contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: N/A
Competencies
Core Competencies:
- 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:
Business Management – Operations Management
- Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
- Knowledge of relevant concepts and mechanisms
Business Management – Customer Satisfaction/Client Management
- Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
- Provide inputs to the development of customer service strategy.
- Look for ways to add value beyond clients’ immediate requests.
- Ability to anticipate client’s upcoming needs and concerns.
Business Management – Communication
- Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
- Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Administration & Operations – Travel policy and procedures
- Knowledge and ability to apply various candidate assessment and selection methodologies, tools and platforms.
- Ability to effectively align them with specific recruitment needs.
Administration & Operations – Documents and records management
- Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
Partnership management – Relationship management
- Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.
General – Event planning and execution
- Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate.
Required Skills and Experience
Education:
- Secondary education is required.
- University Degree in Business Administration, Economics, Finance, Management or equivalent field will be given due consideration, but it is not a requirement.
Experience:
- Minimum 6 years (with Secondary education) or 3 years (with bachelor’s degree) of relevant experience in administration or project/ programme support service.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is desirable.
- Experience in coordinating complex events/meetings with various internal and external participants is an asset.
- Practical experience in small scale procurement is an asset.
- Experience in an international organization or within the United Nations system is desirable.
- Experience in working with an ERP system is desirable.
Language:
- Fluency in English required.
- Fluency in the national language (Bahasa) of the duty station is required for local staff.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
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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