Administration Clerk

Volunteering Admin Logistics & Procurement

Overview

Provide technical and operational assistance for BGSI activities.

You have:

• Demonstrated skills in general administration and office coordination.
• Familiar with basic financial management, event and travel management, as well as procurement and logistic arrangement.
• Familiar with government procedures would be desirable.
• A basic understanding of project management principles is an advantage.
• Experience in working collaboratively with a range of partners, and authorities at different levels is an asset.
• Familiar with Ms. Office Suite (Word, Excel, PowerPoint, Outlook), conference meeting applications (Zoom, G-meet, or Ms. Team), and Google applications.
• Attention to detail and accuracy, as well as perseverance with due diligence.
• Excellent interpersonal and communication skills (written and verbal).

Contract

This is a UNV Community Volunteer contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV Community Volunteer contracts.

UNDP Indonesia and the Ministry of Health (MoH) have been working together in a long-term partnership on health governance that is aimed at narrowing health development gaps and meeting the SDGs commitments. This partnership has been expanded with the implementation of activities under the 2020-2025 Health Governance Initiative (HEART). HEART Programmes focus on the support to strengthen Indonesia's health system capacity through policy advocacy, evidence-based generation intervention, technical assistance, and partnerships by adoptions of information technology advancement with a total program budget of approximately USD 70 million.

The HEART Programme will have two outputs: (i) By 2025, strengthened national policy and institutional environment that is governing access to affordable medicines through evidence-based and multisector collaborations. (ii) By 2025, the performance of national programmes is improved and positively impacts the coverage and the sustainability of service delivery and the health system better integrate environmental concerns in waste management practices to mitigate or limit its impact on environment(s) and prevent and reduce diseases related to climate change.

BGSI is MoH’s new initiative supported through HEART Programme. BGSI will act as a multi-institutional ecosystem that aims to support collaborative biomedical and genomic activities in Indonesia by leveraging strengths in technology and infrastructure including biobanking, data management, high throughput sequencing and bioinformatics. This initiative aims to build a national asset with focus on: (i) To establish a national biobank concentrate on six conditions (diabetes, cancer, stroke, TB, psoriasis, and rare/genetic diseases) which will store samples from participants where each sample will be connected to a registry that manages all information associated with the participant (demographic and clinical), and (ii) To generate Whole Genome Sequence information, that will be curated in a national database.

Through this assignment, the Volunteer will get an apprentice opportunity and gain experience to support national programme in Ministry of Health. This UNV assignment is part of the Health Governance Initiative (HEART) Programme for BGSI.

The Administration Clerk position will provide technical and operational assistance for BGSI. S/he will provide support service ensuring high quality, accuracy, and consistency of work on the area of administrative, financial, procurement, event, and coordination assistance for BGSI activities.

Under the direct supervision of the Laboratory Technician BGSI, the UN Volunteer will undertake the following tasks:

1. Support the project team to ensure effective project planning and implementation. • Compiles, summarizes, and presents basic information/data on specific project and related topics or issues. • Implement project standard operating procedures.

2. Support to the effective on progress of project implementation. • Support project team for administrative and office coordination in preparing work plans, meetings, audit, as well as maintain operational and financial accountability of the project. • Support to the preparation of project reports on a timely manner. • Provide administrative support and accurate data collection for preparation of results-oriented progress reports.

3. Provides administrative support to BGSI. • Support project team for administrative and office coordination of project implementation activities to process and follow-up on administrative actions, e.g. request for payment, recruitment and appointment of personnel, travel arrangements, event arrangements, cash distributions (direct cash or by transfer), training, authorization of payments, disbursement of funds, procurement of equipment and services, logistics and distribution, security compliance, VAT exemption, asset and inventory management, etc. • Effective administration of general office matters such as response to simple information requests and inquiries; reviews, logs and routes incoming correspondence; establishment of filling system and maintenance files/records; organization of meetings, workshops; as well as routine administrative tasks. • Keep records of project expenditures and ensure all project-related financial documentation are well maintained and readily available when required. Ensure that project expenditures are used in compliance with the relevant procedures and regulations.

​​☒​Accountability ​​☒​Adaptability and Flexibility ​​☐​Building Trust ​​☐​Client Orientation ​​☒​Commitment and Motivation ​​☐​Commitment to Continuous Learning ​​☒​Communication ​​☐​Creativity ​​☐​Empowering Others ​​☐​Ethics and Values ​​☐​Integrity ​​☐​Judgement and Decision-making ​​☐​Knowledge Sharing ​​☐​Leadership ​​☐​Managing Performance ​​☒​Planning and Organizing ​​☐​Professionalism ​​☐​Respect for Diversity ​​☒​Self-Management ​​☐​Technological Awareness ​​☐​Vision ​​☒​Working in Teams

• Demonstrated skills in general administration and office coordination. Familiar with basic financial management, event and travel management, as well as procurement and logistic arrangement. • Familiar with government procedures would be desirable. • A basic understanding of project management principles is an advantage. • Experience in working collaboratively with a range of partners, and authorities at different levels is an asset. • Familiar with Ms. Office Suite (Word, Excel, PowerPoint, Outlook), conference meeting applications (Zoom, G-meet, or Ms. Team), and Google applications (G-Form, G-sheet, G-doc, etc). • Attention to detail and accuracy, as well as perseverance with due diligence. • Excellent interpersonal and communication skills (written and verbal).

Work Location The position will be based in the Jakarta, home to UNDP Country Office. The cost of living is considered moderate. Basic living needs such as staple foods and household supplies, accommodation, banking facilities, medical facilities, and telecommunications/internet services are readily available. Jakarta offers various housing options. The city is known for heavy traffic congestion, but the Mass Rapid Transit (MRT), Light Rail Transit (LRT), and TransJakarta buses, along with ride-hailing services, provide effective travel solutions. Most areas are generally safe, but standard precautions against petty crime are recommended.

In day-to-day the UN Volunteer will be working in Ministry of Health Office, specifically at BB Binomika Jakarta. Work is performed in the normal working environment in typical laboratory/hospital environment.

Gender, Inclusive and Diversity.
• The Volunteer should contribute to avoiding any kind of discriminatory behavior including gender discrimination and ensuring that:
• Human rights and gender equality are prioritized as an ethical principle within all actions.
• Activities are designed and implemented in accordance with the “Social and Environmental Standards of UNDP”.
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, or gender are respected within all implementations including data production.
• Differentiated needs of women and men are considered.
• An inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created.
• Necessary arrangements to provide gender parity within all committees, meetings, training, etc. introduced.

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Potential interview questions

Added 1 year ago - Updated 11 months ago - Source: unv.org