Position                               : Programme
Administrative
Status                                   : Short Terms
Consultancy (STA)
Proposed
Dates                                : September
– December 2017
Duration                              : 4 (four) months
Supervisor                          : Programme
Associate-Civil Engineer Specialist

 
BackgroundUnited Cities and Local
Governments Asia Pacific (UCLG ASPAC) is the biggest regional section of the United Cities and Local Governments (UCLG) in which its Secretariat is
based in Jakarta, Indonesia and hosted by the Provincial Government of
Jakarta. UCLG is a
worldwide association of local governments and the officially recognized voice of local governments by
the United Nations. UCLG ASPAC has 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, network 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, gender equality, women leadership and empowerment as
well as good governance.
 
The PA-STA will be hired
for 4 (four) months period. She/he will be placed at UCLG ASPAC Secretariat
Office in Jakarta. The PA-STA is responsible for administering the Project of Pro-Poor
and Sustainable Solid Waste Management in Secondary Cities and Small Towns
(IRRC) and Water Sanitation Project within UCLG ASPAC and providing assistance
and support to Programme Division. She/he shall report to the Programme Associate-Civil Engineer Specialist and take day-to-day
direction from the Programme Associate-Civil Engineer
Specialist and / or Secretary General.
 
 
 
 
 
Objectives and goals:

1. To provide proactive, accurate, timely and
   high-quality administrative work to the existing programs/projects and to
   ensure proper filing of all assigned programme/projects in hard and soft
   copies.
2. To provide comprehensive secretarial and
   administrative support to the Programme Division.
3. To provide assistance in ensuring that the
   administrative requirements of the programme/projects are running in
   efficient and effective ways and adopt to changing and demanding
   circumstances.
4. To provide assistance in maintaining the
   communication with the donor agencies and be responsible for the overall
   integrity and coherence of the administrative requirement of the
   programs/projects in coordination with the Programme and other Divisions
   within UCLG ASPAC.
5. To ensure smooth information flow on the
   programme/projects to other Divisions within UCLG ASPAC and relevant
   partners.

 
                                               
Scope of Work/Key Duties:
The key duties
and activities of this role are:
1.      
Be responsible for the day-to-day administration and providing
secretarial duties related with programme / projects.
2.      
Be responsible for travel arrangements (ticket, hotel, visa, etc)
related with programme/project’s visits and activities.
3.      
Be responsible for logistical support related with programme/projects’
visits and activities (i.e catering, meeting venue, etc
4.      
Be responsible in maintaining and filing timesheet of program/project
consultants or experts.
5.      
Be responsible in maintaining, keeping records, and updating the
filling for all programs/projects.
6.      
Be responsible for dealing with program/project’s
assets procurement and maintaining the assets’ record and contracts.
7.      
Design, establish
and maintain a central filing system for administration and ensure quick
retrieval of files when needed.
8.      
Assist the Programme Manager and/or
Programme/Project Staff in monitoring project budget and financial expenditures
and their conformity to the work-plan, process payment and advance requests.
9.      
Liaise with finance
to ensure that all bills related projects expenses are paid on a timely basis.
10.  
Assist the Programme Manager and/or
Programme/Project Staff in preparing the evaluation, annual and/or all kinds of
reports on the administrative matters.
11.  
Assist the Programme Manager and/or
Programme/Project Staff in drafting correspondences and minutes meeting as
needed.
12.  
Perform other administrative tasks consistent
with the overall scope for this post as directed by the Secretary General.
 
Special Requirements of the Assignment:
1.      
Minimum Bachelor Degree in a relevant discipline
(relevant experience may substitute the relevant degree).
2.      
Minimum 3 (three) years experience in a similar
position in an NGO and/or an International Organization.
3.      
Demonstrated experience working with local
governments, multi-donor agencies, and/or development partners.
4.      
Excellent
communication and writing skills (English; knowledge of Bahasa Indonesia an
asset).
5.      
Highly developed
communication skills, including ability to draft/edit texts and to articulate
ideas in clear, concise style to a variety of audiences, as well as
facilitation skills.
6.      
Experience in
working in an international environment, respecting different cultures and
nationalities.
7.      
Positive work ethic with
a willingness to learn and grow.
8.      
Considerable
domestic and international travel may be required.
 
Deliverables
1.      
Project financial
progress report.
2.      
Monthly financial
work plan and activities in consultation.
3.      
Project filing
system including but not limited to project assets and expenditures.
 
Supporting
Team
The Post will
be supervised by the Programme Associate-Civil Engineer Specialist
Supporting
Team
Please submit you application letter to Finance@uclg-aspac.org cc Programme1@uclg-aspac.org before September
8^th 2017