UNESCO JOB VACANCIES 2015
Job Title: Admin Assistant (GS-5)
Unit: Social and Human Sciences & Communication and Information Unit
Duty Station: Jakarta, Indonesia
Starting Date: January 2015
Duration of Contract: 12 months (with three months probation)
BACKGROUND:
UNESCO's Social and Human Sciences sector aims to develop and promote social policies that uphold peace, human rights, democratic governance and tolerance. To achieve this goal, social policy activities must provide opportunities and empowerment for all, particularly during this period of major social, political, economic and cultural change. The overall objective is to create grass-roots, mass movement throughout the region which shares this aim and helps bring it to fulfillment.
Under the overall authority of the Director of UNESCO Office Jakarta, and under the direct supervision of the Programme Specialist for Social and Human Sciences, the Administrative Assistant ensures execution of transparent and efficient provision of administration processes. The Administrative Assistant will be working closely with the Social and Human Sciences Unit as well as Communication and Information colleagues in the office as a team to ensure consistent service delivery and promoting a client-focused, quality and results-oriented approach in the office.
DUTIES AND RESPONSIBILITIES:
- Support to organization of procurement processes including preparation of RFQs (Request for Quotations), opening of quotations, bids or proposals, their preliminary evaluation.
- Assist in developing, updating and monitoring program budgets and expenditures related to project/program activities;
- Review a variety of standard proposals for clarity and adherence to administrative Rules, practices and procedures, budgetary coverage and recommend the appropriate type of contract to be used as well as administering the different type of contracts (service, financing activity, consultant, travel and education grants)
- Maintain a data file of contracts and timelines and take responsibility for initiating appropriate actions to ensure timely compliance of the deliverables.
- Make travel arrangements and assist in preparing resultant travel record/claims
- Provide administrative support and logistical support in the organization of meetings, workshops, conferences, and seminars
- Maintain Chrono and electronic file for correspondences (letters, fax, email), documents and reports
- Assist in maintaining internal and external through arranging, and when requested, participating in the meeting, take notes and make minutes of the meeting.
- Supervise proper maintenance and update of the unit’s page in the UNESCO Jakarta website;
- When needed prepare informal translations and act as an interpreter (English/Bahasa Indonesia);
- Perform any other duties deemed necessary by immediate supervisor
- Five (5) working days, from Monday to Friday
- 8 hours per day (from 08.00 to 17.00hrs with one hour break).
- University Degree (S1) or at least Diploma Degree (D3) preferably in administration, management or secretary;
- At least 3 years (S1) or 5 years (D3) of relevant experience in administration with local and/or international organizations;
- Having strong computer skills and internet literate
- Fluency in spoken and written in English and Indonesian
- Ability to work as a team member as well as work independently with minimum supervision, with efficiency, competence, integrity and in harmony with people of different national backgrounds
- Women and persons with disability are encouraged to apply
Application, which includes a cover letter, CV and UNESCO P-11 form, should be submitted through email Jakarta(at)unesco.org with the subject: "Admin Assistant – SHS" before COB 8 January 2015
P11 can be downloaded here
