Administrative Assistant at UNDP

Central Jakarta, Java, Indonesia -

Full Time

Start Date

Immediate

Expiry Date

27 Aug, 26

Salary

0.0

Posted On

29 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Travel Management, Administrative Support, Visa and Stay Permit Processing, VAT and Tax Exemption, Procurement, Payment Processing, MS Word, MS Excel, Document Management, Event Management, Client Management, English Fluency, Bahasa Indonesia Fluency, Cost Recovery, Database Management, Multicultural Teamwork

Industry

International Affairs

Description

Tiered Approach In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby: * Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026. * Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments * Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers * Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply. Background 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, undergo rigorous references and background checks. 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 build integrated, lasting solutions for people and planets. Learn more at undp.org or follow @UNDP. The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life, as envisaged by the 2030 Agenda for Sustainable Development. We are on the ground in more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build Resilient nations. The United Nations Development Programme UNDP Indonesia Country Programme 2016-2020 developed in partnership with the Indonesian Government addresses the unfinished business of the Millennium Development Goals and support national efforts to advance the 2030 Sustainable Development Agenda. Under the guidance and supervision of the Administrative Analyst, the Administrative Assistant provides support to operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach. The Administrative Assistant works in close collaboration with the Operations and other UN agency staff to exchange information and ensure consistent service delivery Duties and Responsibilities Summary of key functions: The key responsibilities of the Administrative Assistant are described below: a) Support the implementation of operational strategies, focusing on achievement of the following results: • Full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies. • Provision of inputs to the administrative business processes about the organisation and office-related context including security, emergency procedures, good cultural practice and orientation to the local environment and implementation of the internal standard operating procedures (SOPs). • Provision of inputs to prepare administrative team results-oriented workplans. b) Support effective and efficient functioning in the area of travel Management arrangement focusing on achievement of the following results: • Provision support to Travel Management Services activities including but not limited to air, land and sea travel reservation, ticketing, hotel reservations, allowance calculation, submitting the request using UNDP applicable tools in supporting the event. • Provision support to travel and ticket reservation in compliance with all aspects of the UN’s travel policy as per prevailing policy and procedure • Provision of administrative support in Government Administrative, Visa and Stay Permit Formalities process including preparation of letter requesting for the Government Administrative, visa and stay permit formalities • Effective follow-up status of Government Administrative, visa and stay permit formalities processes • Maintain and update database of UNDP/UN personnel and their family members’ Government Administrative, visa and stay permit formalities c) Provision of administrative support in preparation of Duty Free Certification (PP19)/ Value Added Tax (VAT) , Tax exemption and Restitution process • Prepare draft letter requesting for the duty-free certification related to importation of goods for office and project as well as staff members’ personal effects Duty-Free certifications (e.g., PP19) and follow up work related to PP19 • Monitor and handle Value Added Tax (VAT) requests from One Click; and closely coordinate with requesters for required documents submission • Draft letters and have them approved by the Operations Manager • Manage outgoing letters to State Secretariat and Tax Office d) Effective support for payment process and monitoring, procurement and cost recovery admin • Prepare Request for Payments and check its supporting documents • To support preparation of procurement submission / activities in line with UN/UNDP rules, regulations, policies, and strategies • Liaise with potential suppliers, and involve in solicitation and Micro Purchase Canvassing (MPC) process for Admin procurement for Purchase Order (PO) creation purposes • To support in monitoring and completing work on cost recovery of admin service e) Support knowledge building and knowledge sharing in the Common services and Premises focusing on achievement of the following results: • Participation in the training for the operations/ projects personnel • Contributions to knowledge networks and communities of practice • Ensure active participation in the knowledge sharing in gender analysis and gender mainstreaming. d)The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that; • Human rights and gender equality are prioritized as an ethical principle within all actions; • Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”; • Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender is 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. • The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization Institutional Arrangement This position is under supervision of Administrative Analyst. S/he will support in the implementation of the activities in the administrative business prosess and promotes strengthening the capacity of the office image to the development of the country 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 (insert up to 7 competencies from the competency framework site [https://undp.sharepoint.com/teams/OHR/competency%20framework])) Thematic Area Name Definition Business management Digital Awareness and Literacy Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed 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 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 2030 agenda-people Gender Gender Equality and Institutional Transformation Administration and operations Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving Administration and operations Events management (including retreats, trainings and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. 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. Required Skills and Experience Min. Education requirements • Secondary education is required.Or • A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement. Min. years of relevant work experience •Minimum of 4 years (with high school ) or 1 year (with bachelor’’s degree) of professional experience in project admin and its coordination is required. Required skills •Experience in assisting and supporting administration of travel management implementation is required. •Demonstrated ability to manage and work with a multidisciplinary and multicultural team is required. •Experience in using computers and office software packages (MS Word, Excel, etc) is required. Desired skills in addition to the competencies covered in the Competencies section • Familiar with Government and UN/UNDP procedures would be desirable. •Experience in producing administration report is an asset. •Experience in managing database especially database relevant to the administrative activities is an asset. •Proven experience handling end-to-end travel arrangements (flight/hotel reservations, allowance calculations, and ticketing) for a large organization is an asset. •Experience in managing Government Administrative formalities, specifically processing visas, stay permits, and maintaining related databases for expatriate personnel and their dependents would be desirable. •Experience processing Duty-Free certifications (e.g., PP19) and Value Added Tax (VAT) exemptions for international organizations, projects, or diplomatic personnel is an asset. •Experience preparing Requests for Payments, meticulously verifying supporting documentation, and monitoring cost-recovery processes is an asset. •Experience in supporting with administrative procurement, including liaising with suppliers, managing solicitation/Micro-Purchasing processes (MPC), and creating Purchase Orders (POs) is desired. Required Language(s) •Fluency in English and Bahasa Indonesia is required. Equal opportunity As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all. Sexual harassment, exploitation, and abuse of authority UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. Right to select multiple candidates 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. Use of AI by candidates Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection [https://www.undp.org/careers/using-ai-responsibly-undp-recruitment-and-selection] Scam alert UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

Responsibilities

The Administrative Assistant provides operational support by managing travel arrangements, visa formalities, and tax exemption processes. They also handle payment requests, administrative procurement, and ensure compliance with UN/UNDP rules and regulations.