Administrative Assistant - UCLG ASPAC - Jakarta

VACANCY ANNOUNCEMENT

Post Title: Administrative Assistant
Organization: United Cities and Local Governments Asia Pacific (UCLG ASPAC)
Duty Station: UCLG ASPAC Regional Office, Jakarta, Indonesia
Type of Contract: Service Contract – 1 year, with possibility of 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) and
based in Jakarta, Indonesia. UCLG is the largest local government organization
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 and their associations, and
facilitates programs, networks and partnerships to develop the capacity of local
governments and the associations.

UCLG ASPAC will implement the European Commission funded Project “Partnership
for Democratic Local Governance in Southeast-Asia” in close co-operation with
Konrad-Adenauer-Foundation (KAS), LOGODEF, The Thai Environmental Institute
(TEI) and various Local Government Associations. The project activities are
carried out for a period of 30 months in five countries in South-East-Asia:
Philippines, Indonesia, Thailand, Cambodia, Vietnam. The overall objective is
the improvement of living conditions of disadvantaged groups in South-East-Asia
through increased participation of people in local planning and decision making.
More specifically, it is aimed to set up a sustainable network of Las, LGAs,
NGOs and Academic Institutions for the promotion of best practice exchange in
democratic local governance in SEA which contributes to the improved knowledge,
attitude and practice of the LGAs in this field of services for their members.

The administrative assistant will closely work with the National Coordinator in
Jakarta on day-to-day basis and in close collaboration with the Indonesian LGAs
ensuring high quality, accuracy and consistency of work delivery.

Responsibilities

The Administrative Assistant will be responsible for the following:

§ Assist National Project Coordinator on assigned duties
§ Assist in developing consolidated action and budgetary plans for UCLG ASPAC
offices
§ Represent UCLG ASPAC as agreed with the National Project Coordinator
§ Coordinate meetings and maintain communication with project stakeholders
§ Develop local expert data base
§ Maintain the office documentation (preparation, distribution, sorting and
storing) in accordance with established guidelines and procedures
§ Arrange and facilitate the organization of project related activities
§ Monitor assigned project deliverables and timelines
§ Organize procurement of office equipment and purchase of other needed
office items
§ Assist in preparing the monthly accountability as well as the interim and
financial reporting
§ Collect, sort and collate receipts, contracts, tax-papers or any material
or information requested by the Chief Accountant
§ Handle all payments connected with the running of the project (cash,
cheque, online); issue payments of advances or refund for project expenses;
transparently document all payments in accordance with established guidelines
and procedures and according the legislation of the respective country
§ Manage the project cash box; transparently document all transactions in and
out of the cashbox in accordance with established guidelines and procedures
§ Verify that all receipts are in accordance with established guidelines and
procedures and according the legislation of the respective country
§ Inform the National Coordinator on all financial matters concerning his/her
duties
§ Assist National Coordinator in tracking budget expenses and budget analysis
§ Perform other duties as required from time-to-time

Special requirements of the assignment

§ Minimum of a bachelor’s degree in accounting, business administration,
economics or related field
§ At least three years of professional experience in accounting or
administrative work
§ Good written and oral communication skills required (Indonesia and
English)
§ Computer software skills in basic Microsoft word and accounting programs
§ Ability to work under pressure and to deadlines required

For further information on DELGOSEA, please visit the project's website:
www.delgosea.eu

Assignment period

The assignment will be for a period of 12 months with a possibility of further
extension, subject to performance review. It will commence in March 2011.

Candidates should submit an updated CV incl. salary history along with the
application to HRD-Division at auclgaspac@yahoo.co.id (Reference:
ASPAC_AA_03_11) until 20 January 2011 at the latest.

Only short-listed candidates will be contacted.