Administration Assistant

UNOPS, Indonesia

Skill Required:, Finance and AccountsProject Management
Preferred Experience: 
3 Years
Closing Date for Applications: 
12th June, 2020


Job Description

Background - UNOPS

UNOPS supports the successful implementation of peace, humanitarian and development partners throughout the world. Our mission is to serve people in need by expanding the role of the United Nations, the government and other partners in managing projects, infrastructure and procurement in a sustainable and efficient manner.

Working in a number of the most challenging environments in the world, we strive to encourage sustainable implementation practices and always provide services that exceed the expectations of partners.

With more than 7,000 personnel spread across 80 countries, UNOPS provides knowledge about logistics, engineering and management whenever partners need it.

Our flexible structure and global reach enable us to meet the needs of partners quickly and deliver the benefits of economies of scale.

THOH

The Thailand Operations Hub (THOH) is a UNOPS business unit under the UNOPS Asia Regional Office and it was established to better support, develop and oversee the UNOPS portfolio of projects in South East Asia and the Pacific.

The Hub comprises three main portfolios - THOH Thailand, THOH Indonesia and THOH Pacific and provides a wide range of services including Project Management, Transactional HR, Financial, and Procurement to clients that include other UN entities, INGOs and governments / government agencies donors.

Peat Restoration Agency Results Enabling Facility (BRG REF)

Seasonal peatland fires are now compromising Indonesia's economic and social development by creating considerable threats to health, the environment, and the economy. In 2015 peat fires and their related haze resulting in the hospitalization of more than half a million people due to acute respiratory infections. These fires are raged through 2.6 million hectares of forest and peatland areas in the islands of Kalimantan and Sumatra released 1.6 Gts of CO2e, surpassing the annual CO2 emissions of advanced industrialized nations such as Germany, France, and others. Direct and indirect damages cost the Indonesian national economy and an estimated USD 16 billion, about 2% of its annual GDP.

In recognition of the importance of climate change mitigation, the Government of Indonesia through Presidential Regulation No 1/2016 constituted the Peatland Restoration Agency (BRG). BRG has an important mandate: prevent forest fires, especially in peatland areas, as well as restore 2 million hectares of peatlands devastated by forests and land fires. The Agency identified 7 target provinces for peatland restoration and fire prevention activities in Riau, Jambi, South Sumatra, West Kalimantan, Central Kalimantan, South Kalimantan and Papua.

Since its establishment in 2016, Norway has been supporting BRG, as current support to the BRG by the Norwegian Government falls within the wider partnership between Norway and Indonesia established in 2010 through the Letter of Intent (LOI) to reduce emissions from deforestation and land degradation of forests and peatlands. The support is part of an international climate mitigation initiative (UNFCCC) supported program that uses international aid to counter forest degradation in various parts of the world, and this is one of the largest ever contributions made to reduce deforestation.

In the framework of this background, Norway and BRG have asked UNOPS to develop a flexible multi-year administrative support mechanism for managing Norway's financial support to BRG through the establishment of the BRG Results Enabling Facility (BRG REF). The mechanism has within its scope a back-office management component and a service, procurement, grants management and a delivery component.

In the context of the BRG-REF, UNOPS is hiring for the position of Administration Assistant - Head of BRG.

THOH

The Thailand Operations Hub (THOH) is a UNOPS business unit that works under the UNOPS Asia Regional Office. This hub was established to better support, develop and oversee the portfolio of UNOPS projects in the Southeast Asia and Pacific region.

The hub consists of three main portfolios - THOH Thailand, THOH Indonesia, and Pacific THOH which provide a range of services including Project Management, Transactional Personnel, Finance and Procurement to clients involving other UN agencies, International NGOs, and government / donor agencies government.

Support Facility Results / Result Enabling Facility BRG (BRG REF)

Seasonal peatland fires jeopardize Indonesia's economic and social development given the magnitude of the threats they pose to health, the environment and the economy. In 2015, more than half a million people had to be hospitalized for suffering from acute respiratory infections due to fog produced by peat fires. The fires that struck 2.6 million hectares of forest and peatlands on the islands of Kalimantan and Sumatra produced 1.6 gigatons of CO2, exceeding the annual CO2 emissions of developed industrial countries such as Germany, France and others. Direct and indirect damage caused national economic losses estimated at US $ 16 billion or around 2% of Indonesia's annual GDP.

Given the importance of peatlands for climate change mitigation, the Government of Indonesia through Presidential Regulation No.1 of 2016 established the Peat Restoration Agency (BRG). Important tasks of BRG include: preventing forest fires especially in peatland areas and restoring2 million hectares of peatlands damaged by forest and land fires. BRG identified 7 provinces as targets for fire prevention and peatland restoration activities, namely Riau, Jambi, South Sumatra, West Kalimantan, Central Kalimantan, South Kalimantan and Papua.

Since it was founded in 2016, BRG has the support of Norway. The Norwegian Government's support to the BRG is part of the collaboration between Norway and Indonesia carried out in 2010 through an Interest Letter (LOI) to reduce emissions caused by deforestation and degradation of forest and peatlands. This support is part of a program supported by international climate change mitigation (based on the United Nations Framework Convention on Climate Change / UNFCCC) that utilizes international assistance to address forest degradation in various parts of the world. This support is one of the biggest contributions in history to reducing deforestation.

Based on this background, Norway and BRG have asked UNOPS to create an administrative support mechanism that can be utilized for a certain period and is flexible to manage financial assistance from Norway to BRG through the establishment of the BRG Result Enabling Facility (REF BRG). The mechanism includes the administration office management component; service management, procurement, and grants; and shipping components.

In the context of BRG-REF, UNOPS recruits for the position of Administrative Assistant - Head of Agency.

Functional Responsibilities

  • Duties and responsibilities
  • Reporting to the Head of BRG and under the management of the UNOPS Head of Implementation Support Unit (ISU), the Administration Assistant is responsible for:
  • Administrative support
  • Provide support to the Head of BRG in administrative matters including business correspondence, contracts administration, travel bookings, visas, accommodation and others.
  • Assists in administering benefits, travel claims and other related financial issues, and on the calculation of payments due for claims and services for the Head of BRG.
  • Secretarial support
  • Provide secretarial support in managing the supervisor's schedules to fulfill the intended agenda.
  • Assist Head of BRG to set up meetings with partners / external stakeholders in accordance with BRG protocols and procedures.

Logistics support

  • Make necessary logistics and meeting arrangements at the field prior to and during the Head of BRG's visit.
  • Provide a BRG trip matrix for the Head of BRG for every official duty trip.
  • Provide support in other administrative activities of similar nature and complexity as requested by the supervisor.

Duties and responsibilities

  • Under the direction of the Head of the BRG Agency and under the management of the Head of the UNOPS Implementation Support Unit (ISU), candidates are responsible for the following:

Administrative Support

  • Provide support to the Head of the Agency in administrative matters including business correspondence, contract administration, travel reservations, visas, accommodation and others.
  • Assist in managing benefits, travel claims and other related financial problems, and on the calculation of payments due for claims and services for the Head of Agency.

Secretarial Support

  • Provide secretarial support in managing the supervisor's schedule to meet the intended agenda.
  • Assist the Head of Agency to arrange meetings with external partners / stakeholders in accordance with BRG protocols and procedures.

Logistical support

  • Arrange logistics and meetings needed in the field before and during the visit of the Head of the Agency.
  • Make a BRG travel matrix for the Head of Agency for each official duty trip.
  • Provide support in other administrative activities that are similar in nature and complexity as requested by the supervisor.

Competencies

  • Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
  • Treat everyone with respect; sensitive in responding to differences, and encouraging others to do the same. Uphold the organization's norms and code of ethics. Maintaining high standards of honesty. Be an example of diversity and inclusion.
  • Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role models, motivates, directs and inspires others to succeed, utilizes appropriate leadership styles.
  • Set a good example to foster team spirit. Collaborate and support the development of others. Specifically for personnel managers: Set good leadership examples, motivate, direct, and inspire others to be successful with appropriate leadership styles.
  • Demonstrates understanding of the impact of own roles on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
  • Understand the influence of its role on partners and always prioritize final beneficiaries. Build and maintain strong external relationships and become competent partners (if relevant to the role assumed).
  • Efficiently establish an appropriate course of action for self and / or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that the responsible use of resources maximizes our impact on our beneficiaries.
  • Perform appropriate actions efficiently for yourself and / or others to achieve goals. Take action to fully fulfill the task while maintaining quality in all sectors. Good at seeing opportunities and able to follow them up. Understand that responsible use of resources will maximize the impact on beneficiaries.
  • Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
  • Be open to change and be flexible in dynamic environments. Implement an effective approach according to changing conditions or needs. Able to learn from experience and be better. Have consistent performance even under pressure. Continue to improve.
  • Evaluate data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
  • Able to evaluate data and actions in order to make logical and pragmatic decisions. Take a rational and fair approach by calculating risk. Apply innovation and creativity in solving problems.
  • Express ideas or facts in a clear, concise and open manner. Communication reflected a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
  • Deliver ideas and facts in a clear, concise, and open manner. Communication patterns show sensitivity to the feelings and needs of others. Able to listen actively and share knowledge proactively. Resolve disputes effectively by resolving differences of opinion and reaching consensus.

Education / Experience / Language requirements

Education:

  • Completion of High School Diploma is required.
  • Bachelor Degree level in the fields of Business Administration, Management, Agribusiness Management, Resource Management or related fields with some relevant experience may compensate for some of the required years of experience.
  • Completion of secondary school and 50% reduced years of experience may be considered for qualified female applicants.

Experience:

  • Minimum four (4) years of work experience in the field of secretarial, administrative support or other closely related fields in combination with high school diploma is required.
  • Experience in providing administrative support in project management activities is preferred;
  • Experience as an Executive Secretary is an asset;
  • Experience in providing assistance in coordination and communication with various stakeholders is preferred;
  • Good competence in the digital field (MS Office) is an asset.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=19897


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