UCLG ASPAC VACANCY: Administrative and Database Assistant

The United Cities and Local Governments (UCLG) is a worldwide association of local governments and the officially recognised voice of local governments by the United Nations. UCLG was established on 1 January 2004 and is headquartered in Barcelona, Spain. UCLG is 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. 

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 hosted by Jakarta Provincial Government. UCLG ASPAC is the largest regional section of UCLG. It has linkages to more than 7,000 cities and local governments and 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 programs, networks , 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 that safeguard equality, social and economic justice, and sustainable community development.

In the wider context, UCLG ASPAC works closely with cities and partner organizations, to promote various aspects of people’s well-being including on local economic development, public space, disaster risk reduction, climate change, gender equality, SDGs localization and overall urban development. Furthermore, UCLG ASPAC serves as official secretariat or focal point of regional mechanisms such as the ASEAN Mayors Forum (AMF), the Asia-Pacific Local Governments (APLG), and the Global Covenant of Mayors for Climate & Energy for Southeast Asia (GCoM SEA).
UCLG ASPAC is recruiting an Administrative and Database Assistant to work under the Bureau of Secretary-General. This is a newly created position. As an Administrative and Database Assistant, she/he will be responsible to support the work of the Bureau of Secretary General to ensure efficient, effective, and timely up-to-date database. Moreover, she/he will perform very detailed oriented administrative support function in Administrative, Human Resources & IT Division. She/he must be able to juggle multiple tasks with a smile and handle last-minute requests with a professional and positive attitude.

Key Duties:

Administrative Support:

1.      Provide secretarial services for the office by handling visitors, arranging appointments/ meeting as needed, incoming phone calls and making outgoing calls in a professional and courteous manner.

2.      Be responsible for handling the daily operation duties at Secretariat Office e.i:

·     Arrange incoming and outgoing letters and keeping the records of the general filing system.

·     Support travel arrangements for staff members and guests.

·     Maintain and ensure the office equipment are in good condition.

·     Develop and update the stock control of office supplies, stationery stock , and recording properly. Maintain the inventory list on a regular basis and prepare an updated list every month.

·     Assist in obtaining and the issuance of the proper and valid visa and legal documents for internal and international staff members and guests.

·     Assist the Manager(s) to carry out all office procurements and logistics on a timely basis with the following tasks:

 Make market checks to find the best quality at the best prices and advise the concerned Manager(s) with the prevailing market rates.
 Prepare Summary Bid Analysis (CPA) in accordance with the Procurement Policy.
 Maintain and update the list of the suppliers for office supplies, stationery, etc.
 Ensure compliance of UCLG ASPAC’s procurement standard of procedures.
 Be responsible to provide orientation on procurement procedures for all staff.
 Providing routine administrative support functions in Human Resources Department including benefits, compliance to HR Policies, communications and administration standard of HR process for employee’s leave, compensation and benefit, timesheet, employee’s files, employee engagement and other Human Resources administration & tracker in HRIS
Data Management Support:

1.      Support information and database system particularly the contact databases, and propose an integrated system.

2.      Assist staff in accessing, managing and updating the database system while maintaining information security and privacy settings.

3.      Improve coordination between the Bureau of Secretary-General and other Divisions, programmes, and projects with regard to the information and database development and management.


Perform other duties as required from time-to-time as assigned by the HR Admin & IT Manager


v  Education:

University degree in management, business administration, development, with good knowledge on information technology, and database frameworks and skills related to database application, administration, and organization.

 v  Experience:

 Minimum 2 (two) years of professional experience in administration background and/or database platforms.

v  Language:

Fluency in written and spoken in Bahasa Indonesia and English.

v  Computer skills:

Proficiency in information and database system, MS Office, HRIS Experience is a plus

v  Other Skills and competency:

-          Excellent organizational and interpersonal skills with a service-oriented outlook.

-          Strong knowledge of ICT.

-          Service-minded and the ability to coordinate information sharing among various divisions in a large organization.

-          Demonstrated ability to manage multiple tasks and deliver outputs within specified/short time frames.

-          Strong analytical, communications, and interpersonal skills.

-          Demonstrated detail orientation, proactive attention to outcomes and expectations, and ability to understand and effectively use information and data.

-          Ability to work in a team and as an individual.

-          Understanding basic administration duties including filing, and general correspondence.

-          Eager to learn new things.

Supporting Team:

S/he will be directly supervised by the Administrative, Human Resource and IT Manager.

How to Apply:

Please submit your application letter, state salary expectation, and current resume to: recruitment@uclg-aspac.org – Fill the email “subject” column of the emails in the format: <position applied> - <your name). Closing date:  May 25th, 2020.
(Only short-listed candidates will be notified).

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