Direktorat Penanggulangan Kemiskinan | BERITA | Individual Consultant Job Vacancies : Administrative Secretary

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Individual Consultant Job Vacancies : Administrative Secretary

22 Jun 2011 |

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I. Position Information

Title: Administrative Secretary - Support to PNPM
Reports to: BAPPENAS
Duty Station: BAPPENAS - Jakarta

full time/office

PROVISION OF SUPPORT SERVICES:

Office space	Yes
Equipment (laptop etc)	Yes
Secretarial Services	Yes

II. Background Information

1. The Integrated Management Information System (MIS) or SIMPADU of PNPM Mandiri was launched by the Minister of National Development Planning/Head of Bappenas in August 2009. SIMPADU PNPM is designed to manage data related to the implementation of PNPM Mandiri, and effectively communicate said data to the program's stakeholders and the general public. SIMPADU will enable those Government of Indonesia (GOI) agencies responsible for managing PNPM Mandiri to make more informed plans and decisions regarding the program's implementation across the country. The integrated system consists of a central Data Warehouse, Extract-Transform-Load (ETL) applications, and a front end interface for statistical analysis built by adapting the methodology of DesInventar - a freeware application which has been used for disaster damage inventory and response activities.

2. During Phase I of PNPM MIS development, SIMPADU integrated the MIS of the three PNPM Mandiri core programs : the PNPM-Rural (KDP), the PNPM-Urban (UPP), and the PNPM for Underdeveloped and Special Regions (SPADA). These programs were better prepared to launch the integrated MIS than PNPM Mandiri's other core programs as they had existing (though less robust) information management systems in place and had more ready access to programmatic data. The two remaining core programs, the PNPM-Village Infrastructure (RIS) and the PNPM- Infrastructure for Socio-Economic Development (RISE), are still in the initial stages of their MIS development. Through Phase II of this Project, Bappenas intends to integrate these other PNPM core programs, as well as PNPM support and pilot programs , into SIMPADU, once their respective MIS are fully operational.

3. Although the SIMPADU PNPM has consolidated a large amount of data from the PNPM Mandiri programs, the variance in the quality of data remains an issue. The accuracy of data is a major concern in SIMPADU's future development; the accessibility of accurate programmatic data is essential in order to conduct appropriate analyses and to monitor and evaluate the effectiveness of PNPM Mandiri. Currently, SIMPADU PNPM extracts data that is delivered by the respective MIS departments within the Executing Agencies of each program. At the national level, the MIS department of each program receives data from the geographic regions where the programs are active. Within these regions, the data is gathered by community facilitators and consultants at the village/sub-district level who in turn report to the administrative district MIS specialists. The data is then compiled at the provincial level. Within this operational structure, the quality of data at the national level is directly dependent on the quality of data collection/entry at the lower administrative levels. Therefore, in addition to integrating SIMPADU with the remaining PNPM Mandiri core and supporting/pilot programs, it is it also necessary to strengthen the provincial/district/sub-district/village level capacity in appropriate data collection and verification procedures. 4. SIMPADU PNPM Phase II will also work to increase the involvement of local governments. To date, there has been very little engagement on behalf of local government agencies in either the MIS of individual PNPM programs or SIMPADU PNPM Mandiri as a whole. This issue needs to be addressed, as the diversity of the localities where data is collected will enrich the information regarding the effectiveness PNPM Mandiri core and support/pilot programs nationwide. This is a very critical issue in the planning stage of new/proposed activities, and in determining the national impact of PNPM Mandiri. Therefore, Phase II of SIMPADU PNPM will also pilot the development of MIS with select local governments in order to encourage the adoption of SIMPADU as a management tool to assist them in their efforts to become more "pro-poor".

III. Main Job Tasks and Responsibilities

Prepare and manage correspondence, reports and documents

Organize and coordinate meetings, conferences, travel arrangements

Take,type and distribute minutes of meetings

Implement and maintain office systems

Maintain schedules and calendars

Arrange and confirm appointments

Organize internal and external events

Handle incoming mail and other material

Set up and maintain filing systems

Set up work procedures

Collate information

Maintain databases

Communicate verbally and in writing to answer inquiries and provide information

Liaison with internal and external contacts

Coordinate the flow of information both internally and externally

Operate office equipment

Manage office space

VI. Requirements

Female

Single, max 28 years old

Min D3 Secretary / Business Administration, GPA.2.75

Excellent communication skills: Verbal, Listening and Written in English

Computer literacy with ability to use MS Office applications

Experience with ticketing travel arrangement & sales administration

Interpersonal skills

Self-Management

Ability to work with minimum supervision in a multi-cultural environment

Fast learner, multi tasking, honest, and full initiative

Focuses on result for the working group and responds positively to feedback

Consistently approaches work with energy and a positive, constructive attitude

Remains calm, in control and good humored even under pressure

Interested applicants, please kindly forward your resume to : tesar.napitupulu@undp.org & tessar.napitupulu@gmail.com. (The maximum attachment size is 2MB)

"Only short-listed candidates will be invited via phone for Test and Interview"

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