ADMINISTRATIVE ASSISTANT
PROGRAM PEMBERDAYAAN MASYARAKAT DELTA MAHAKAM
UNDP - DEPDAGRI
Background :
Community Empowerment Programs Delta (PMD) Mahakam was launched 11 April 2007. Aim to promote local economic development and local livelihoods by addressing the issues of declined mangrove coverage ; conflicts of land use, land tenure and land rights; pollution and contamination in the delta; declined ecological productivity; as well as the lack of well-coordinated and comprehensive policies on shrimp pond development and mangrove conservation. The expected outcomes of the project is the implementation of a sustainable mode of utilization of the natural resources of the Delta, ensuring at the same time that the key ecological functions of the Delta are preserved and that the economic benefits of shrimp and other mangrove resources are maintained on a long-term basis.
Community Empowerments Programs Delta (PMD) Mahakam as cooperation result between central level government (Ministry of Home Affairs, BAPPENAS and BPN), Provincial Government of East Kalimantan, Kutai Kartanegara District, United Nation and Development Program (UNDP) and also Total E & P Indonesie and INPEX Corporation.
In order to efficiently manage this program need support from Administrative Assistant. Under the supervision of Project Executive, the Administrative Assistant is expected to ensure the smooth operations of the Project and also to provide support to the team. Specifically, he/she will perform the following tasks :
Management Function :
1. In consultation with the Project Executive and based on inputs from other Staff Members, proposes and set agenda for regular Staff & Board Meeting, prepare Minutes of Meeting and record follow up issues from the meeting.
2. Under the supervision from the Project Executive, assists in preparing and maintaining policies and procedures of office operation.
3. In coordination with National Project Director and Project Executive assists in preparing Program and Process reports for the regular Progress Report and Audit purposes.
4. Maintain confidential project and personnel-related documents.
Administration Function :
1. Responsible with the Secretariat documentation, database of contacts, filing as well as on maintenance of office operational link between National office and Local office.
2. In coordination with Liaison Assistant and other support staff to ensure smooth of the Program office.
3. In coordination with the National Project Director Representatives to be responsible for the preparation of ad-hoc events/function, i.e. : preparation of contact list, logistics and handouts.
4. Maintains the database of Project asset inventory.
5. Ensures that office equipments are well maintained.
6. Types and keeps correspondences and documents of highly confidential nature.
7. Manage petty cash: prepare payments through petty cash, provide record of petty cash status on regular basis. Logistical services and assets management.
Personnel Function :
1. Assists the Project Executive and National Project Director to prepare the Technical Meeting, Program Board Meeting and other National Stakeholders Meeting.
2. In coordination with the Project Executive, administer recruitment process (including advertisement, applications screening, initial interviews, replies on applications and interview result report).
3. Liaising with environment unit at UNDP, ensures that the steps taken during administration report and procedures are in line with NEX regulation execute by Government of Indonesia and UNDP procedure, ie: type of contract, reporting submitting, approval, contract signing.
4. In coordination with Field Administrative Assistant on administration, reporting file and event preparation.
Others :
1. Acts as a backup in the absence of the Project Executive in related with Program Administration.
2. Assists the Secretary to attend phone calles when needed.
3. Performs other duties as required
Basic Requirements :
1. Secretary degree or other relevant discipline in Administrative Organization, with minimum of 5 years experience of practical and relevant professional experience as Administration Assistant ;
2. Excellent verbal and written communication skills in English and Indonesia ;
3. Well developed and inter-personal skills, and proven ability at working with Government, civil society/NGO and donor agencies ;
4. S/he will also be able to perform under stress, well organized, good management and interpersonal skills combined with excellent computer literacy ;
5. Previous experience with UNDP or other international development agencies would be an asset ;
Monique Sumampouw
Project Executive - PMD Mahakam
UNDP - Depdagri
Ditjen PMD Depdagri Lt 2, Jl. Raya Pasar Minggu KM 19
Telp 021. 79194710 Fax: 791 84946
