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:
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 reference 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 to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @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 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, Administrative Assistant (Engineering) provides support to operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. Administrative Assistant (Engineering) promotes a client, quality and results-oriented approach and provide effective support for facility management .
Administrative Assistant (Engineering) works in close collaboration with the Operations and other UN agency staff to exchange information and ensure consistent service delivery
Duties and Responsibilities
Scope of Work
The key responsibilities of the Administrative Assistant (Engineering)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 Common Services and Premises administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to prepare administrative team results-oriented workplans.
b) Provide technical support and oversight for the maintenance and improvement of common premises, focusing on the achievement of the following results:
• Full compliance of all engineering and maintenance activities with UNDP/UN safety regulations, operational policies, and strategic guidelines.
• Conduct regular inspections of building infrastructure, including electrical, plumbing, and structural systems, to identify needs for repair and recommend preventative maintenance actions.
• Liaise with building management and external contractors on all premises-related technical issues, ensuring efficient resolution and quality of work performed.
• Develop and maintain technical documentation, including maintenance logs, asset records, and compliance reports for all common service assets and infrastructure.
c) Compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions. Translation of simple correspondences, when needed. Provides effective administrative and logistical support in connection with Common Service and Premises Agencies , focusing on achievement of the following results:
• Organization of shipments, customs clearance arrangement, preparation of documents for Common Services shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
• Support compilation of document for procurement processes including preparation of RFQs, RFPs documents, receipt of quotations
• Arrangements of events including travel and hotel reservations, preparation of travel authorizations. Administrative support to conferences, workshops, and retreats.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• As requested, the incumbent can be suppport to the various UN survey : extraction of data from various sources In particular for DSA Survey administrative support to the DSA working group, effective research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. Collection of information for DSA should cover information from travel agencies and other administrative surveys, support to organization of common services,
• Liaison with Menara Thamrin Building Management for any related premises issues
• Provides support to office maintenance and assets management, focusing on achievement of the following results Maintenance of records on Common Service funded assets.
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.
Institutional Arrangement
This position is under supervision of Administrative Analyst. S/he will support in the implementation of the activities in the Common premises . The administrative assistant (engineering) function is foundational to the smooth and efficient delivery of common services. It ensures the operational integrity and safety of the common premises through proactive maintenance, responsive technical support for building systems, and strict adherence to regulatory standards, thereby ensuring a functional office facility that enables a productive work environment for all agencies.
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
Administration & Operations
Lease management
Ability to perform business case analysis to enter into an agreement with owners, governments and sister UN agencies, collect leasehold data for each location and maintain the global premises
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
Administration & Operations
Building, facilities & office space management
Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate financial statement notes on leasehold data
2030 agenda-people
Gender
Gender mainstreaming
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.
University degree (Bachelor’s Degree) in electrical/mechanical engineering or relevant field will be given due consideration but is not a requirement.
Min. years of relevant work experience
Minimum 4 years ( with secondary education) or 1 year (with bachelor degree ) or relevant experience in the national/ international organization. experience in national or international organization
Required skills
•Solid knowledge and practical experience in assisting and supporting administration of Common services / premises project
•Strong interpersonal skills, communication, and ability to work in a team
Desired skills in addition to the competencies covered in the Competencies section
•Familiar with Government and UN/UNDP procedures would be desirable
•Solid computer skills required, knowledge of spreadsheet and database packages
•Proven experience in facilities and building management, with a strong focus on technical operations, building systems maintenance, and contractor oversight.
•Experience in collecting administration report
•Previous experience working in the area of Common Services/Common Premises or relevant areas would be highly desirable
•Experience in preparing material and assisting the administrative activities
•Previous experience working for environment-related project administration would be highly desirable
Required Language(s)
•Good in written and spoken English is required;
•Fluency in written and spoken Bahasa Indonesia is required.
Professional Certificates -
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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
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.
The United Nations Development Programme works in nearly 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.
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