Administrative Assistant (engineering)

Organizational Context

The United Nations Development Programme (UNDP) is the UN's global development network, working in 170 countries to build integrated, lasting solutions for people and planet. The Indonesia Country Programme supports national efforts to advance the 2030 Sustainable Development Agenda. This role supports operations and facility management within the common premises, ensuring a functional and productive work environment for various UN agencies.

Job Purpose

The Administrative Assistant (Engineering) provides essential support to operations, ensuring high quality and accuracy in administrative processes and facility management. Under the guidance of the Administrative Analyst, this role promotes a client- and results-oriented approach. The position is foundational to the smooth delivery of common services, ensuring the operational integrity, safety, and functionality of common premises. This involves proactive maintenance, technical support for building systems, and adherence to regulatory standards, ultimately enabling a productive work environment for all resident agencies. The role collaborates closely with Operations and other UN agency staff to ensure consistent service delivery and information exchange.

Responsibilities

Support the implementation of operational strategies, ensuring full compliance with UN/UNDP rules and policies. Provide inputs for administrative business processes and workplans. Offer technical support and oversight for common premises maintenance and improvement, ensuring compliance with safety regulations. Conduct regular building infrastructure inspections, identify repair needs, and recommend preventative maintenance. Liaise with building management and contractors on technical issues, ensuring efficient resolution and quality of work. Develop and maintain technical documentation, including maintenance logs and asset records. Provide administrative and logistical support for shipments, customs clearance, and procurement processes. Arrange events, including travel and hotel reservations, and support conferences and workshops. Maintain filing systems and support office maintenance and asset management. Assist with data extraction and reporting for UN surveys, such as the DSA survey. Liaise with building management on premises-related issues.

Work Experience

Minimum of 4 years of relevant experience with secondary education, or 1 year of relevant experience with a bachelor's degree, preferably in a national or international organization. Proven experience in facilities and building management, with a focus on technical operations, building systems maintenance, and contractor oversight is highly desirable.

Skills

Solid knowledge and practical experience in administration of Common Services/Premises projects. Strong interpersonal, communication, and teamwork skills. Solid computer skills, including spreadsheet and database packages. Experience in facilities and building management, technical operations, building systems maintenance, and contractor oversight. Experience in collecting administration reports. Familiarity with Government and UN/UNDP procedures is desirable. Experience in preparing materials and assisting administrative activities. Experience in Common Services/Common Premises or environment-related project administration is highly desirable.

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