Admin Project Officer

Key Duties
1.Be responsible in organising capacity building activities in the focused countries under the IUC Asia;
2.Provide proactive, accurate, timely and high-quality administrative work to the IUC Asia and to ensure proper filing in hard and soft copies.
3.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 project in coordination with the Program and other Divisions within UCLG ASPAC.
4.Be responsible for logistics and travel arrangements (ticket, hotel, visa, catering, meeting venue, etc) and makes pertinent logistical arrangements for the prompt and effective implementation of the IUC activities.
5.Design, establish and maintain a central filing system for administration and ensure quick retrieval of files when needed.
6.Liaise with Finance and Administration Division to ensure that all bills related projects expenses are paid on a timely basis.
7.Assist the Project Coordinator and/or Project Staff in preparing the evaluation, annual and/or all kinds of reports on the administrative matters.
8.Perform other administrative tasks consistent with the overall scope for this post as directed by the Project Coordinator.

Qualifications:
Education:Bachelor Degree in Finance, Business Administration and/or related fields;

Experience:
-Minimum 5 (five) years of professional experience in financial administration, book keeping and office administration and working in a similar position in an NGO and/or an International Organization/ National Corporation;
-Have experience in management of international event in Southeast Asia region;
-Demonstrated experience working with local governments, multi-donor agency and/or development partner;
-Experienced in the usage of computers and office software packages is required.

Language:
-Fluency in written and spoken in English and Bahasa Indonesia.

Computer skills:
-Proficiency in MS Office.

Other skills and competency:
-Demonstrates ability in project finance and administrative management;
-Has strong analytical, communication and interpersonal skills;
-Demonstrates detail orientation, proactive attention to outcomes and expectations, and ability to understand and effectively use information and data;
-Experienced in international cooperation development projects;
-Willing to travel during the project’s implementation when required;
-Ability to work in a team and individual.

Supporting Team
The post will be supervised by the Project Coordinator, Team Leader and Lead Expert of IUC Asia. It will be supported by the Communication & Knowledge Management Officer under the IUC.
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UCLG ASPAC is the largest regional section of United Cities and Local Governments (UCLG), an amalgamation of International Union of Local Authorities (IULA), United Towns Organisation (UTO), and World Association of the Major Metropolises (METROPOLIS) set up in Ghent (Belgium) in 1913, in Aix-les-Bains (France) in 1957 and in Paris (France) in 1985, respectively. UCLG was established on 1 January 2004 and is headquartered in Barcelona, Spain. Following this unification, UCLG ASPAC was established in Taipei on 14 April 2004, as the new entity of IULA ASPAC. UCLG ASPAC’s Secretariat is based in Jakarta, Indonesia.

UCLG is a worldwide association of local governments and the officially recognised voice of local governments by the United Nations. UCLG ASPAC has linkages to more than 7,000 cities and 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 development. UCLG ASPAC is engaged in all relevant thematic fields for nurturing sustainable development comprising local economic development, climate change, disaster resiliency, culture, strategic planning, decentralisation, municipal finance, gender equality, women leadership and empowerment and good governance.

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