CPRU / UNDP

Deadline for submission of applications: 17 December 2007
 

Interested and qualified applicants are encouraged to apply online and should submit a one-page cover letter and updated curriculum vitae together with complete contact details of three professional referees as the attachment. Only short-listed candidates will be contacted.
 

Terms of Reference
Post Code:	221-07/CPRU
Post Title:	Personal Assistant
Recruitment:	Indonesian National
Location/Duty Station:	Banda Aceh, Indonesia
Duration of Assignment:	Six months
Direct Supervisor:	Programme Coordinator
Status/Condition:	Service Contract (SC)

UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.

I. Organizational Context

Under the guidance and supervision of the Programme Coordinator, the Personal Assistant will ensure effective and efficient functioning of Programme Coordinator in all related administrative and secretarial functions. . The Personal Assistant will report directly to the Programme Coordinator on a daily basis and work closely with UNDP programme officers and other support personnel as appropriate.

II. Functions / Key Results Expected

Ensures effective administrative and secretarial function, focusing on achievement of the following results:

• Ensures that all appointments are well arranged and properly scheduled in terms of timing, venues, level of participation, protocol procedures and prepares supporting materials;
• Maintains schedule, receives visitors, arranges logistical support, places and screens telephone calls and responds to routine requests for information;
• Prepares all administrative related materials for supervisors, including monitoring office supplies; 
• Organizes travel arrangements for supervisors including accommodation, security clearances, and travel authorizations;
• Takes dictation, notes at meetings and routine matters and material from drafts and printed texts and transcribes ensuring that spelling, punctuation and format are correct, prepares correspondence for supervisor’s signature, checking enclosures and addresses;
• Maintains chronological and coherent office records and reference files on various subjects and maintains contact lists (matrix and electronic mailing lists);
• Proof-reads all materials for correctness;
• Receives, screens and records all correspondence and attaches necessary background information for supervisors;
• Maintains close cooperation with all support staff;
• The Personal Assistant may be called upon after normal office hours to assist in matters of an urgent nature;
• Able to keep and maintain confidentiality;
• Completes other tasks as assigned.

III. Impact of Results

The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.

IV. Competencies and Critical Success Factors

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
• Ability to perform work of confidential nature and handle a large volume of work
• Good knowledge of administrative rules and regulations
• Strong IT skills, knowledge of Atlas
• Ability to provide input to business processes re-engineering, implementation of new systems.

Leadership and Self-Management

V. Recruitment Qualifications

Education: 

• A minimum Diploma2 in administration, secretary or related field. Diploma3 is preferable.

Experience: 

• At least four (4)  years for D3 and  five (5) years for D2 of increasingly responsible experience in secretarial function.
• Experience working for senior officials in international organization is an advantage. Experience in the usage of computers and office software packages (MS Word, Excel, etc.

Language Requirements: 

• Fluency in the UN and national language of the duty station.

please apply online on www.undp.or.id/jobs

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