National Project Assistant

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Description

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The Project Assistant will work under the supervision of the Project Manager , based at Headquarters in Vienna and under the direct daily guidance of the Chief Technical Advisor, based in Jakarta. The Project Assistant will provide administrative and financial support in line with financial/procurement rules and regulations of UNIDO using the SAP system.

Responsibilities

• Responsible for the administrative and financial tasks related to the overall activities GEIPP II – Indonesia project including the assistance to the CTA and to project activities such as meetings, consultations, missions, workshops, and seminars.
• Arrange logistics for several missions, i.e. hotel bookings, consultations and prepare draft programme; confirm appointments with projects, counterparts, local authorities etc.
• Monitor the Field Operating Budget of the GEIPP II – Indonesia project, raise Shopping Carts/Purchase Orders in SAP/SRM for all procurements (incl. payments of the subcontracts), assets. Raise Shopping carts for payments through Straight Expenses (SE) and Operational Cash Advance (OCA). Follow up with HQ (RPF/OD) and FIN/APT the issuance of ASR; submit to HQ budget revisions as required and keep records of all supporting documentation
• Maintain an updated local inventory of assets and reports procurement of new assets to PSM/GES.
• Raise Trips in SAP Travel Management for the project staff; ensure logistics for the trip is in place (Visa, hotel, DSA etc.) and also raise Expense Report in SAP/TM collecting supporting documents of the mission
• Assist CTA in non-technical language translation required for administrative/accounting purpose.
• Review Office, subcontractors and project/project partner bills, prepare requests for payments to UNIDO HQ, follow up and communicate the outcome to concerned partiesScreen incoming mail and drafts replies for CTA signature provides relevant background information whenever necessary, keeps track of pending matters, follows up with partners offices on deadlines.

Education:

• Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent, is desirable.
• Advanced university degree in Administration or other relevant disciplines with a specialization in finance will be an asset.

Work Experience: 

• A minimum of eight (8) years of practical experience in the field of administration is required.
• Exposure to the needs, conditions, and anticipated problems in Indonesia is desirable.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
• Experience in project administration, accounting and finance, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation of work, is desirable.
• Experience and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP or similar ERP software is desirable.

 Languages:

• Fluency in written and spoken English and Bahasa is required.
• Fluency and/or working knowledge of another official UN language is desirable.

Source: https://careers.unido.org/job/Jakarta-National-Project-Assistant/1164867955/
 

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