UN Common Services Administrative Associate

The Operations Management Team (OMT), guided by the United Nations Country Team (UNCT), goals to facilitate the implementation of the Delivery as One (DaO) ideas and technique in Indonesia by harmonizing operational insurance policies of UN companies, funds, and programmes. Furthermore, the OMT develops and implements inter-agency initiatives to make sure the standard of assist companies whereas maximizing useful resource utilization.

The Common Service Administrative Associate works intently with the Head of the Resident Coordinator’s Office, Co-Chair of the OMT and beneath the general supervision of the Operations Manager UNDP to supervise and handle the UN reform agenda, together with UN Common Premises and UN Business Operations Strategy, in addition to supporting the day by day actions of the UN Operations Management Team by monitoring and monitoring their workplan, guaranteeing top quality and accuracy of labor, and implementing the frequent companies and premises budgets. The Administrative Associate promotes a consumer, high quality, and results-oriented strategy.

The Common Services Administrative Associate will work with UN companies’ employees to trade info and guarantee a constant service supply. As the funds and administrative actions are administered by UNDP utilizing its personal techniques, the Common Services Associate will work in shut collaboration with the UNDP’s Operations Team that may guarantee compliance with UNDP requirements and procedures. 

Support implementation of operational methods and efficient administration of administrative and funds sources.

• Full compliance of administrative actions with UN/UNDP guidelines, rules, insurance policies, and methods
• Support UN Common Premises administrative enterprise processes mapping and elaboration of the interior Standard Operating Procedures (SOPs)
• Support analyzing proposals and implementation of price saving and discount methods in consultations with OMT co-chairs
• Support in implementation of the management mechanism for administrative companies, upkeep of administrative management information
• Review of knowledge integrity within the OMT database, management programme, evaluation of outcomes and initiation of corrective actions when needed
• Presentation of totally researched funds info for frequent administrative companies of OMT actions
• Proper planning and monitoring of frequent companies funds and of companies contributions to the companies account;
• Review of journey authorizations, authorize funds associated with frequent service and customary premises funds
• Support in making ready funds and funds comparisons and (mid-year and annual)
• Tracking and following up on contribution from UN companies and ship reminder to gather contribution
• Coordination with UNDP Operations staff (associated to administrative, human sources, and budgeting processes) to implement frequent companies plans and actions successfully

Ensures efficient and environment friendly assist to the UN Operations Management Team (UN OMT):

• Support the event of UN OMT annual workplan and annual funds
• Support the implementation of frequent companies plans
• Support to Working Groups within the implementation of the duties and initiatives
• Supports the OMT in conducting numerous UN survey, critiques, and coordinate outcomes
• Provide background info of frequent companies actions for OMT chair and OMT members
• Organize OMT conferences, to offer associated updates and comply with ups, to make sure that the gadgets mentioned at conferences are correctly reported and put together minutes of conferences.

Ensures efficient and environment friendly provision of BOS Common Service and Common Premises administration

• Support in coordinating s with UN Agencies‘ OMT focal factors the implementation of frequent actions beneath the Business Operation Strategy, collects required knowledge and data from UN Agencies, offers abstract, and ensures well timed annual reporting
• Ensure that frequent companies inventory take, alternative evaluation, Cost Benefit Analysis knowledge, Result Framework, and implementation plan is up to date and well timed built-in within the UNINFO BOS platform and adherence to the rules.
• Ensure that the OMT working group’s plans and BOS implementation plan are aligned, and quarterly screens the standing of frequent companies
•  Management of UN frequent premises together with offering help to UN companies in full adherence and implementation of the Memorandum of Understanding (MoU) on the occupation of the frequent premises, the usage of the frequent companies, actively assessment companies beneath Common Service and supply technical recommendation and methods ahead to supervisor to boost price effectivity and effectiveness and supporting to the institution and implementation of Common Back Office for UN Indonesia as relevant.
• Support the event of frequent premises annual funds
• Coordination and supervision of personnel of frequent service staff and supply information to the workplace assist employees engaged within the fields of registry, reception, phone operator, cleansing companies and common companies.
• Coordination with constructing administration and any associated events

Ensure efficient coordination and assist associated to different actions:

• Support to implementing the BOS Common Services Guidance notes and insurance policies beneath the varied UN-wide methods, together with however not restricted to the Disability Inclusion Strategy.
• Support UN OMT in conducting coordination with authorities places of work (State Secretariat, Ministry of Foreign Affairs and different related Government establishments) associated to the Administration Working Group of the Indonesia UN-Consultative Forum

The incumbent of the place ought to keep away from any type of discriminatory habits together with gender discrimination and make sure that.

• Human rights and gender equality is prioritized as an moral precept inside all actions.
  Activities are designed and applied in accordance with “Social and Environmental Standards of UNDP,
• Any type of diversities based mostly on ethnicity, age, sexual orientation, incapacity, faith, class, gender are revered inside all implementations together with knowledge manufacturing.
• Differentiated wants of men and women are thought-about.
• Inclusive strategy is mirrored inside all actions and implementations, in that sense an enabling and accessible setup in numerous senses similar to incapacity gender language barrier is created. Necessary preparations to offer gender parity inside all committees, conferences, trainings and many others. launched.
   

• Achieve Results: LEVEL 2: Scale up options and simplifies processes, balances pace and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new concepts/open to new approaches, reveal systemic/built-in considering
• Learn Continuously: LEVEL 2: Go outdoors consolation zone, be taught from others and assist their studying
• Adapt with Agility:  LEVEL 2: Adapt processes/approaches to new conditions, contain others in change course of
• Act with Determination: LEVEL 2: Able to persevere and cope with a number of sources of strain concurrently 
• Engage and Partner: LEVEL 2: Is facilitator/integrator, carry individuals collectively, construct/preserve coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge variations, considers in resolution making 

People Management competencies:

• UNDP People Management Competencies may be discovered within the devoted site. 

2030 Agenda People    

• Gender. Gender Mainstreaming       

Ethics    

• UN coverage data – ethics. Knowledge understanding of the UN Staff. Regulations and Rules and different insurance policies regarding ethics and integrity  

Administration & Operations.

• Documents and information administration. Overall doc (onerous or digital) administration; registry and retention coverage together with storing and
  archiving      

Finance   

• Budget administration. Ability to assist budgetary points of labor planning course of, drawing and administration of staff
  budgets    
• Financial reporting and evaluation. Understands adjustments in regulatory, authorized and moral frameworks and requirements for monetary reporting within the public sector. Ability to extract, consider monetary knowledge, derive related findings and current them in a significant and coherent method to facilitate efficient resolution making and efficiency monitoring. Understands the advantages of built-in reporting, together with non-financial sources similar to human, social and mental capital, and environmental and governance efficiency   

Business Management.

• Working with Evidence and Data. Ability to examine, cleanse, remodel and mannequin knowledge with the aim of discovering helpful info, informing conclusions and supporting decision- making.