Background

Organizational Context

The United Nations system in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, UN Indonesia is opening vacancies for roster of qualified personnel to be based not only in Jakarta but also in other areas as required. Candidates will be assessed by UN Human Resources team for particular type/level of function.

Under the guidance and direct supervision of the ICT Specialist/Analyst or Associate, the ICT Support Clerk provides ICT and administrative support services to the ICT unit, provides daily technical support to users of information management tools and technology infrastructure in a large Country Office. The ICT Support Clerk promotes a client-oriented approach.

The ICT Support Clerk works in close collaboration with the Front Office, Management Support and Business Development, Programme and Operations teams in a large CO and UNDP HQ staff for resolving ICT-related issues.

Duties and Responsibilities

Functions / Key Results Expected

Summary of key functions:

Support to implementation of ICT systems
Effective functioning of the CO hardware and software packages
Support to networks administration
Provision of administrative support
Facilitation of knowledge building and knowledge sharing
1. Supports implementation of ICT management systems and strategies, focusing on achievement of the following results:

Compliance with corporate information management and technology standards, guidelines and procedures for the CO technology environment.
Provision of inputs to the result-oriented Unit workplan.
2. Ensures effective functioning of the CO hardware and software packages, focusing on the achievement of the following results:

Performance of routine technical tasks, including changing of hardware electronic components (disks, memories, network wiring, power sources, etc.) and routine repairs.
Support in the installation of commercial and in-house developed software and related upgrades
Support to users in backing up and restoring their files, as well as in virus detection, removal and prevention.
3. Supports networks administration, focusing on achievement of the following results:

Response to user needs and questions regarding network access.
Assistance in backup and restoration procedures for local drives. Maintenance of backup logs. Assistance in off-site storage of backups.
4. Provides administrative support, focusing on achievement of the following results:

Maintenance of an up-to-date inventory of software and hardware.
Maintenance of a library of ICT related reference materials.
Maintenance of the inventory and stock of supplies and spare parts
Provision of ICT support to key events.
Maintenance of Unit’s files, logs
Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
Extracting, inputting, copying and filing data from various sources.
5. Ensures facilitation of knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Participation and assistance in the organization of training for the CO staff on ICT issues.
Contributions to knowledge networks and communities of practice.
Impact of Results

The key results have an impact on the overall efficiency of the Country Office including improved business results and client services.

Competencies

OPERATIONAL EFFECTIVENESS

Ability to perform a variety of repetitive and routine tasks and duties related to ICT
Ability to review data, identify and adjust discrepancies
Ability to handle a large volume of work possibly under time constraints
Good knowledge of administrative rules and regulations
Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
Ability to organize and complete multiple tasks by establishing priorities

MANAGING DATA

Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
Interprets data, draws conclusions and/or identifies patterns which support the work of others

MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS

Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software
Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
Shows sound grasp of grammar, spelling and structure in the required language
Ensures correspondence, reports and documents comply with established UN standards
Ability to produce accurate and well documented records conforming to the required standard

PLANNING, ORGANIZING AND MULTI-TASKING

Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
Demonstrates ability to quickly shift from one task to another to meet multiple support needs
Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support
Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Recruitment Qualifications
Education:

Secondary education with specialized formal training on IT systems, business software (Microsoft Office) and web-based applications, ICDL certification, Microsoft Certified Professional (MCP) is desirable but not required
Experience:

4 years of relevant working experience in IT and administration.
Language Requirements:

Fluency in the UN and national language of the duty station.