PROJECT ADMINISTRATIVE ASSISTANT (NATIONAL)

Location : Jogyakarta, INDONESIA
Application Deadline : 14-Jul-08
Type of Contract : Service Contract
Languages Required : English
Duration of Initial Contract : 6 (six) months

Duties and Responsibilities

Functions / Key Results Expected
Summary of key functions:

The PAA, in cooperation with the Finance Assistant, and Project Officers will ensure that all day to day ERA Project operational procedures in planning, implementing, monitoring and evaluation, closure, audit, etc. are conducted in a timely manner and in line with rules and regulations and policies of UNDP.

1. Provides administrative and secretarial support to all project components by assisting the team in developing project implementation plans including budget plans and procurement and recruitment plans in line with the project annual work-plan;
2. Provides support for document collection and file maintenance; maintain a systematic filing system of key documents (in hard copy and soft copy) in line with audit requirements. Maintains an up-to-date list of contact addresses and other record systems as necessary.
3. Provide support to human resources management:
Keep track of the attendance records of staff under the project.
Keep the record of staff performance evaluations.
Manage and provide documentation for filing.
Other assignments as required.
4. Assist the Project Team in coordination and conducting project events (workshops, seminars, training and conferences): arrange logistics for the events, appointments and meetings; prepares correspondence to support project coordination with other parties
5. Takes minutes of monthly project components coordination meeting and disseminates the same.
6. Receives visitors, places and screens telephone calls, and responds to routine inquiries and perform other duties as required including to respond to queries relating to the area of responsibility.

Impact of Results

Under the direct supervision of the Team Leader, the Project Administrative Assistant will provide project and administrative support to the implementation Early Recovery Project Team in Yogyakarta, which consists of 4 components namely: Support to Government Planning, Coordination and Monitoring (particularly in MIS), Early Livelihood Recovery, and Support to Government Reconstruction, and Disaster Risk reduction. The PAA works in close collaboration with the Finance Assistant, Project Officers and back-stopping ERA in CPRU Jakarta.

Required Skills and Experience

Recruitment Qualifications
Education:

* Bachelor degree or minimum of D3 in administration, finance or related field

Experience:

* at least 5 years of relevant experiences in administration or project support services

Language Requirements:

* Fluency in English and Bahasa Indonesia (Oral and written)

"Female candidates are encouraged to apply"

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