UN Common Services Administrative Associate

The Operations Management Team (OMT), guided by the United Nations Country Team (UNCT), aims to facilitate the implementation of the Delivery as One (DaO) principles and strategy in Indonesia by harmonizing operational policies of UN agencies, funds, and programmes. Furthermore, the OMT develops and implements inter-agency initiatives to ensure the quality of support services while maximizing resource utilization.

The Common Service Administrative Associate works closely with the Head of the Resident Coordinator’s Office, Co-Chairs of the OMT and under the overall supervision of the Operations Manager UNDP to oversee and manage the UN reform agenda, including UN Common Premises and UN Business Operations Strategy, as well as supporting the daily activities of the UN Operations Management Team by tracking and monitoring their workplan, guaranteeing high quality and accuracy of work, and implementing the common services and premises budgets. The Administrative Associate promotes a client, quality, and results-oriented approach.

The Common Services Administrative Associate will work with UN agencies’ staff to exchange information and ensure a consistent service delivery. As the budget and administrative activities are administered by UNDP using its own systems, the Common Services Associate will work in close collaboration with the UNDP’s Operations Team that will ensure compliance with UNDP standards and procedures.

Duties and Responsibilities

Support implementation of operational strategies and effective management of administrative and budget resources.

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies
• Support UN Common Premises administrative business processes mapping and elaboration of the internal Standard Operating Procedures (SOPs)
• Support analyzing proposals and implementation of cost saving and reduction strategies in consultations with OMT co-chairs
• Support in implementation of the control mechanism for administrative services, maintenance of administrative control records
• Review of data integrity in the OMT database, control programme, analysis of results and initiation of corrective actions when necessary
• Presentation of thoroughly researched budget information for common administrative services of OMT activities
• Proper planning and tracking of common services budget and of agencies contributions to the services account;
• Review of travel authorizations, authorize payments related with common service and common premises budget
• Support in   preparing budget and budget comparisons and (mid-year and annual) in collaboration  common service support in charge for finance.
• Tracking and following up on contribution from UN agencies and send reminder to collect contribution
• Coordination with UNDP Operations team (related to administrative, human resources, and budgeting processes) to implement common services plans and activities effectively

Ensures effective and efficient support to the UN Operations Management Team (UN OMT):

• Support the development of UN OMT annual workplan and annual budget
• Monitor and support  the implementation of common services plans
• Support to Working Groups in the implementation of the tasks and initiatives
• Supports the OMT in conducting various UN survey, reviews, and coordinate results
• Provide background information of common services activities for OMT chair and OMT members
• Organize OMT meetings, to provide related updates and follow ups, to ensure that the items discussed at meetings are properly reported and prepare minutes of meetings.

Ensures effective and efficient provision of BOS Common Service and Common Premises administration

• Support in coordinating s with UN Agencies‘ OMT focal points the implementation of common activities under the Business Operation Strategy, collects required data and information from UN Agencies, provides summary, and ensures timely annual reporting
• Ensure that common services stock take, opportunity analysis, Cost Benefit Analysis data, Result Framework, and implementation plan is updated and timely integrated in the UNINFO BOS platform and adherence to the guidelines.
• Ensure that the OMT working group’s plans and BOS implementation plan are aligned, and quarterly monitors the status of common services
• Management of UN common premises including providing assistance to UN agencies in full adherence and implementation of the Memorandum of Understanding (MoU) on the occupation of the common premises, the use of the common services, actively review services under Common Service and provide technical advice and ways forward to supervisor to enhance cost efficiency and effectiveness

Support the development of common premises annual budget

• Coordination and supervision of office support staff engaged in the fields of registry, reception, telephone operator, cleaning services and general services.
• Coordination with  Menara Thamrin  building management and any related parties

Ensure effective coordination and support related to other activities:

• Support to implementing the BOS Common Services Guidance notes and policies under the various UN-wide strategies, including but not limited to the Disability Inclusion Strategy.
• Support UN OMT in conducting coordination with government offices (State Secretariat, Ministry of Foreign Affairs and other relevant Government institutions) related to the Administration Working Group of the Indonesia UN-Consultative Forum

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.

 Institutional Arrangement:

• The Common Services Associate will work with UN agencies’ staff to exchange information and ensure a consistent service delivery. As the budget and other financial and administrative activities are administered by UNDP using its own systems, the Common Services Associate will work in close collaboration with the UNDP’s Operations Team that will ensure the compliance with UNDP standards and procedures

Minimum Education requirements

• Seconday Education is required. or
• University Degree in Accounting, Finance, Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement

Minimum years of relevant work experience

• Minimum 7 years (with secondary education) and 4 years (with bachelor’s degree) of relevant experience in preparation budget and financial report, handling administrative and general operations in a project.

Required skills

• Demonstrated Good inter-personal skills.
• Demonstrated excellent oral communication skills.
• Demonstrated ability to work in a team.
• Demonstrated experience of strong analytical skills
• Experience in the usage of computers and office software packages (MS Word, Excel, etc, PowerPoint).
• Desired skills in addition to the competencies covered in the Competencies section
• Work experience in the UN Common system or other programme support service would be preferrable.
• Solid experience in administrative and finance reporting is an asset.
• Experience in supervising staff is an asset.
• Experience in the use of an ERP system, such as ATLAS or Quantum or in handling of web-based management systems is an asset.

Required Language(s)

• Fluency in English and Bahasa Indonesia of the duty station

Source: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=116013