VACANT POSITION: Admin Project Officer

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 community development. UCLG ASPAC is engaged in all relevant thematic fields for nurturing sustainable development comprising poverty alleviation, climate change, disaster resiliency, culture, strategic planning, decentralization, local finance, gender equality, women leadership and empowerment as well as good governance.

UCLG ASPAC is recently received a 5 years grant from the European Union for the Climate Resilience Inclusive Cities. The project is a unique triangular cooperation between sub-national governments in Southeast Asia, South Asia, and the European Union promoting sustainable integrated urban development, good governance, and climate adaptation/mitigation through long-lasting partnerships, and tools such as sustainable local action plans, early warning tools, and experts’ panels.

To reach the objectives, the project will be based on three main interrelated pillars:

Pillar 1: Production and Exchange of Knowledge,

Pillar 2: Sustainable action plans for climate-resilient and inclusive cities,

Pillar 3: Communication and Capacity Building.

UCLG ASPAC Climate Resilience Inclusive Cities (CRIC) project team will work together with 3 partners based in Belgium, 1 partner in Paris, and 1 partner in India for the implementation of this project. To be part of the team, UCLG ASPAC is recruiting Admin Project Officer for a one-year (1) period with the possibility of extension, based on satisfactory performance.

Key Duties

Responsible in organizing capacity-building activities in pilot cities within the focused countries under the CRIC project;
Provide proactive, accurate, timely and high-quality administrative work to the UCLG ASPAC and to ensure proper filing in hard and soft copies.
Assist 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.
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 CRIC activities.
Design, establish and maintain a central filing system for administration and ensure quick retrieval of files when needed.
Liaise with the Finance and Administration Division to ensure that all bills related project expenses are paid on a timely basis.
Assist the Project Manager and/or Project Staff in preparing the evaluation, annual and/or all kinds of reports on the administrative matters.
Perform other administrative tasks consistently with the overall scope for this post as directed by the Project Manager.


Bachelor Degree in Finance, Business Administration and/or related fields;
Minimum Experience 5 (five) years of professional experience in financial administration, bookkeeping and office administration and working in a similar position in an NGO and/or an International Organization/ National Corporation, with at least 3 (three) years experience working in EU project;
Have experience in the management of the international event in Southeast and South 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. 
Fluency in written and spoken English and Bahasa Indonesia.
Proficiency in MS Office 
Other skills and competency:  Demonstrates ability in project finance and administrative management; 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 Manager, supported by the Climate Change Officer and Communication & Knowledge Management Officer under the CRIC project.

How to apply

Submit the application letter stating the salary expectation and CV in English to recruitment@uclg-aspac.org the closing date for the application is October 11th, 2019.
Only the qualified candidate will be contacted.

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