Field Admin Assistant at UNDP

Central Jakarta, Java, Indonesia -

Full Time

Start Date

Immediate

Expiry Date

01 Jul, 26

Salary

0.0

Posted On

02 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Data Collection, Documentation, Record Keeping, Meeting Coordination, Logistical Support, Communication, Team Collaboration, Knowledge Management, Gender Equality, Project Management, Financial Management, Procurement, Event Planning, Client Management, Operations Management

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 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 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 UNDP Indonesia Country Programme 2026-2030 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. The Coca Cola Foundation (TCCF) Plastics Circularity Project is a regional initiative aimed at strengthening plastic waste management systems and advancing the transition toward a circular economy across ten Asian countries: India, Bangladesh, Bhutan, Nepal, Maldives, Sri Lanka, the Philippines, Cambodia, Vietnam, and Indonesia. These countries face varying levels of plastic pollution challenges and gaps in waste management infrastructure. By improving recycling systems, reducing plastic leakage, and promoting more sustainable waste management practices, the project seeks to contribute to better environmental protection, enhanced public health, and stronger community resilience. In Indonesia, the project focuses on strengthening low‑carbon development, sustainable natural resources management, and disaster resilience through inclusive and gender‑responsive approaches. The project aims to strengthen the social, economic, and institutional foundations of Indonesia’s circular economy by empowering waste workers and improving community waste management systems across seven implementation sites: (1) Jabodetabek Metropolitan Area, (2) North Sumatera, (3) South Kalimantan, (4) Bali, (5) East Java, (6) South Sulawesi, and (7) Labuan Bajo. This objective is pursued through five interconnected outputs that together support more inclusive and resilient circularity across the project’s target areas. These outputs focus on strengthening the capacity of waste workers, improving waste collection, and recycling systems, expanding financial pathways for community-based waste enterprises, enhancing institutional and policy environments, and strengthening knowledge management and public outreach. Through these components, the project contributes to building local capacities that can be adapted, scaled, and replicated. To ensure the effective implementation and day-to-day management of the project, UNDP will establish a Project Management Unit (PMU) within the Nature and Low Carbon Development (NLCD) Cluster. Under this arrangement, two Field Admin Assistants will be recruited under this TOR. Under the overall supervision of the National Project Manager and in close coordination with the Budget Management Associate, will support the Project Management Unit in the day-to-day administrative and operational management of the project. The incumbents will assist with documentation, coordination, coordination of meetings and field activities, record keeping, and other administrative processes to ensure the effective and timely implementation of project activities in accordance with UNDP rules and procedures. In collaboration with the Project Assistant responsible for Monitoring, Gender, Safeguards, and Risk Management, the incumbent will also support project quality assurance and help address operational matters, including providing support to the regular monitoring of project implementation at field sites. The incumbents will work in close collaboration with the project team, operations units, and programme staff in the Country Office to facilitate effective information exchange and support the timely resolution of operational and administrative issues. Duties and Responsibilities 3.1. Provide administrative and operational support to project implementation in the field focusing on the following results focusing on the achievement of the following results: • Timely collection, compilation and organization of basic information and data related to project activities. • Effective support for the implementation of project administrative procedures in line with Government and UNDP rules and regulations. • Effective support in reviewing project documents for completeness prior to submission and ensure proper filing and distribution of approved documents. • Updated and organized records and filing systems (both electronic and hard copy) for project documentation. • 3.2. To support monitoring and reporting of project activities, focusing on the achievement of the following results: • Timely data collection and compilation as required for preparation of periodic project progress reports. • Timely preparation of inputs for quarterly and annual work plans and project meetings. • Updated basic records and databases related to project activities, events and participants. • Effective Support Assist in documenting project activities and maintaining records of field implementation. • 3.3. To provide administrative and logistical support to the Project Management Unit, focusing on the achievement of the following results: • Timely processing and following up on administrative actions such as recruitment documentation, travel arrangements, meeting logistics, training activities, and procurement requests in accordance with UNDP procedures. • Provision of logistical and administrative support for meetings, workshops, field missions and training events, including preparation of materials and coordination with participants. • Provision of routine office administrative tasks including correspondence management, maintaining attendance records, and organizing office documentation. • Accurate filing and record management of financial, procurement and administrative documents. • 3.4. To support coordination with project stakeholders, focusing on the achievement of the following results: • Updated contact lists of government counterparts, partners, service providers and other stakeholders. • Effective documentation of project activities, including preparation of basic summaries, photographs, and records of meetings and events. • Timely dissemination of relevant project information to stakeholders as required. • 3.5. To supports knowledge management and learning, focusing on the achievement of the following results: • Active participation in relevant trainings and capacity-building activities related to project operations and administration. • Effective support for the documentation and sharing of lessons learned and good practices from project implementation. • Active contribution to the internal knowledge sharing and learning activities within the project team. • 3.6. 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 “Social 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. 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 the National Project Manager and overall guidance from the TCCF Project Team. She/he will support the Budget Management Associate and the Project Assistant for Monitoring and Safeguard in the implementation of the activities in the PMU TCCF Project. 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 to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emerging trends. 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 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. 2030 agenda-people Gender Gender Equality Strategy Business Management Operations Management Ability to effectively plan, organise and oversee different parts of corporate operations, simultaneously and in an integrated way, in order to convert the organisation’s assets into the best results in the most efficient way. Knowledge of relevant concepts and mechanisms. General (across the functions) 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. . Administration & Operations Travel Desk Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge of relevant policy and procedures Required Skills and Experience Min. Education requirements * Secondary education is required, or * University Degree(Bachelor’s degree) in accounting, finance management, business or public administration, international relations, relevant social science or equivalent field will be given due consideration, but it is not a requirement. Min. years of relevant work experience * A minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible administrative experience is required Required skills * Relevant experience in administrative/ financial/ procurement/asset management or project support activities would be necessary * Fully computer literate (MS Office), experience in the usage of computers and office software packages (MS Word, Excel, etc) Desired skills in addition to the competencies covered in the Competencies section * Knowledge of and experience in supporting administration of environmental projects will be highly desirable * Experience working with Government and UN/UNDP procedures would be desirable. * Experience in collecting, analyzing, and summarizing administration report * Experience in organizing and facilitating multi-stakeholder meetings and workshops; * Experience in managing online meeting platforms, documentation of paperwork databases, photos, and archiving systems. Required Language(s) * Fluency in English in both writing and speaking Professional Certificates * N/A 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. 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 Field Admin Assistant will provide administrative and operational support to the Project Management Unit, ensuring effective implementation of project activities. Responsibilities include documentation, coordination of meetings, record keeping, and logistical support.