Administration Assistant
Post Title: Administration Assistant
Organization: United Cities and Local Governments Asia Pacific (UCLG ASPAC)
Duty Station: UCLG ASPAC Regional Office, Jakarta, Indonesia
Type of Contract: Service Contract – 2 year, with possible extension
Background
United Cities and Local Governments Asia Pacific (UCLG ASPAC) is one of the eight Regional Sections of the United Cities and Local Governments (UCLG) which is based in Jakarta, Indonesia. UCLG is the largest association of local governments in the world and the officially recognized voice of local government by the United Nations. The Asia and Pacific region is the biggest of the eight sections in UCLG with linkages to more than 7.000 local governments. It represents well over 3.76 billion people–more than half of the world population- and incorporates economically fast developing countries such as China, India and Indonesia.
UCLG ASPAC is the key knowledge management hub on local government issues in the Asia-Pacific region. It promotes democratic local government, supports cooperation between cities, local governments and their associations, and facilitates programmes, networks and partnerships to develop the capacity of local governments and the associations. Moreover, UCLG ASPAC represents local governments politically within the international community, and with the United Nations and its agencies. It also promotes inclusive societies which safeguard equality, social and economic justice, and sustainable community development. UCLG ASPAC is engaged in all relevant thematic fields for nurturing sustainable development comprising poverty alleviation, climate change, disaster resiliency, culture, strategic planning, decentralization, local finance, good governance and MDGs.
UCLG ASPAC is accepting expression of interests from qualified candidates for Administration Assistant. The Administration Assistant will be placed at the UCLG ASPAC regional office in Jakarta The Administration Assistant will reports directly to the Finance and Administration Manager of UCLG ASPAC.
Overall purpose
To focus on day-to-day activities and assist in the office management.
To be responsible for providing administrative support for UCLG ASPAC and the general performance of administration duties.
Responsibilities
Post Title: Administration Assistant
Organization: United Cities and Local Governments Asia Pacific (UCLG ASPAC)
Duty Station: UCLG ASPAC Regional Office, Jakarta, Indonesia
Type of Contract: Service Contract – 2 year, with possible extension
Background
United Cities and Local Governments Asia Pacific (UCLG ASPAC) is one of the eight Regional Sections of the United Cities and Local Governments (UCLG) which is based in Jakarta, Indonesia. UCLG is the largest association of local governments in the world and the officially recognized voice of local government by the United Nations. The Asia and Pacific region is the biggest of the eight sections in UCLG with linkages to more than 7.000 local governments. It represents well over 3.76 billion people–more than half of the world population- and incorporates economically fast developing countries such as China, India and Indonesia.
UCLG ASPAC is the key knowledge management hub on local government issues in the Asia-Pacific region. It promotes democratic local government, supports cooperation between cities, local governments and their associations, and facilitates programmes, networks and partnerships to develop the capacity of local governments and the associations. Moreover, UCLG ASPAC represents local governments politically within the international community, and with the United Nations and its agencies. It also promotes inclusive societies which safeguard equality, social and economic justice, and sustainable community development. UCLG ASPAC is engaged in all relevant thematic fields for nurturing sustainable development comprising poverty alleviation, climate change, disaster resiliency, culture, strategic planning, decentralization, local finance, good governance and MDGs.
UCLG ASPAC is accepting expression of interests from qualified candidates for Administration Assistant. The Administration Assistant will be placed at the UCLG ASPAC regional office in Jakarta The Administration Assistant will reports directly to the Finance and Administration Manager of UCLG ASPAC.
Overall purpose
To focus on day-to-day activities and assist in the office management.
To be responsible for providing administrative support for UCLG ASPAC and the general performance of administration duties.
Responsibilities
- Provide secretarial services for the office by handling visitors, arranging appointments/ meeting as needed, incoming phone calls and making outgoing calls in a professional and courteous manner.
- Be responsible to arrange incoming and outgoing letters.
- Make travel arrangement, booking accommodations and tickets.
- Maintain stationary, office supplies and other office needs.
- Assist in the documents delivery as well as sending and receiving fax.
- Assist in maintaining and keeping the monthly attendance record and collecting and maintaning the approved annual leave/sick leave form.
- Assist in maintaining, keeping the records and updating the UCLG ASPAC general filling system in administrative field.
- Assist in obtaining and the issuance of the proper and valid visa and legal documents for staff (including international staff)
- Ensure all office equipments are in good condition, including the regular maintenance and maintaining its contract.
- Assist in procurement process.
- Carry out other administrative tasks consistent with the overall scope for this post as directed by staff members of UCLG ASPAC.
- Maintain a central filing system for the administration and ensure quick retrieval of files when needed
- Assist in providing logistical support for meeting (reserving meals and snack).
- Assist in collecting bills related office (i.e. electricity, phone, water, newspaper) are paid on a timely basis.
Requirement
- Minimum Diploma Degree in relevant discipline (relevant experience may substitute the degree).
- Minimum 3 (three) years experience working in a similar position in an NGO and/or an International Organization
- Good team member with experience of working in a small team and supporting a wider programme team.
- Strong interpersonal awareness including excellent facilitation skills and able to get on well with others.
- Good communication skills - verbal and written – English and Indonesian.
- Computer skills – Word, Excel, use of the Internet, databases and email.
- A strong commitment to diversity issues, equal opportunities and capacity building.
- Excellent organisational abilities with ability to work to deadlines and manage time well.
- Dynamic personality with open-minded characters and positive attitude
Assignment Period
The assignment will be for a period of 2 years and will commence as soon as possible
Deadline for the Application
Candidates are expected to submit an updated CV including salary history along with the application to the Finance and Administration Manager of UCLG ASPAC at info@uclg-aspac.org by 1 January 2014 at the latest with subject “Administration Assistant”
Only short-listed candidates will be contacted.
Remuneration
UCLG ASPAC will offer a remuneration (gross salary) initially amounting up from IDR 36.000.000 to IDR 48.000.000 per year. (excluding the 13th months salary)
UCLG ASPAC Finance and Administration Division
The assignment will be for a period of 2 years and will commence as soon as possible
Deadline for the Application
Candidates are expected to submit an updated CV including salary history along with the application to the Finance and Administration Manager of UCLG ASPAC at info@uclg-aspac.org by 1 January 2014 at the latest with subject “Administration Assistant”
Only short-listed candidates will be contacted.
Remuneration
UCLG ASPAC will offer a remuneration (gross salary) initially amounting up from IDR 36.000.000 to IDR 48.000.000 per year. (excluding the 13th months salary)
UCLG ASPAC Finance and Administration Division
