ILO Job Vacancy: Secretary to Director - Jakarta, Indonesian

ILO is looking for a suitable candidate for the position of Secretary to the Director. More information can be found below.

Vacancy No: JAKARTA/2015/009
Date: 19 October 2015
Position title: Secretary to Director
Deadline for application: 08 November  201
Programme title: CO-Jakarta
Organization unit: CO- Jakarta
Grade: GS6
Duty Station: Jakarta
Contract type: Fixed-term
Duration: 12 months with possible extension subject to good performance
Expected starting date: 1 February 2016

For any questions related to this post, please contact: – Ms. Hermawaty Misnan, HR/Admin Assistant, CO Indonesia and Timor Leste, hermawaty@ilo.org

Background

The International Labour Organization (ILO) is a tripartite U.N. agency with government, employer, and worker representatives as its constituents. This tripartite structure makes the ILO a unique forum in which the governments and the social partners of the economy of its Member States can freely and openly debate and elaborate labour standards and policies. The ILO Country Office for Indonesia and Timor-Leste is carrying out a diverse programme of activities and projects related to issues such as employment, labour rights and standards, social protection and skills development in order to support Indonesia in its development of an inclusive, sustainable and job rich economy and society.

Position

The Secretary to the Director is expected to provide a range of support services to facilitate the Office Management and Programme unit run well.

The incumbent works under direct supervision of the Director. The incumbent shall work closely with relevant staff in the Management and Programming unit of the Jakarta Office.

Specific duties and responsibilities:

1. Arrange appointments and maintain the supervisor’s calendar. Receive visitors, place and screen telephone calls, and answers with discretion.
2. Search for and prepare briefing materials for the supervisor for use on official trips, special meetings and for action. Collect, solicit and coordinate briefing materials for the supervisor’s missions and meetings, ensuring that submission timetables are adhered to. Select and make pertinent abstracts and undertake searches for information.
3. Arrange meetings with high-ranking officials and arrange official receptions.
4. Participate in the organization and preparation of staff or special meetings, and take minutes and/or notes. Make all important arrangements and facilities for conducting workshops and seminars.
5. Prepare informal translations, and may act as interpreter.
6. Receive, screen, log and route correspondence, attach necessary background information, maintain follow-up system, and draw the attention of the supervisor to matters requiring immediate and/or personal attention. Open, record and re-direct confidential mail.
7. Coordinate the secretarial services of the office, distribute special assignments to other secretaries, and check and correct correspondence prepared by other staff for the supervisor’s signature. Brief and train new secretaries and give guidance to other secretaries on office procedures.
8. Provide office management and administrative support services to other professional staff, when necessary.
9. Draft non-substantive correspondence and ensure follow-up.
10. Take and transcribe dictation on a variety of subject matters, ensuring that spelling, punctuation and format are correct. Type correspondence, documents, reports, etc., some of which are highly confidential.
11. Maintaining systematic filing system and correspondence log including confidential files, except for personnel, administration, finance and fellowship files which are under the responsibilities of Admin, Finance and Human Resource staff. 
12. Maintain contacts with officials in government offices, ministries, workers’ and employers’ organizations and UN agencies, and update relevant lists.
13. Make travel arrangements for the supervisor and perform liaison duties with other units.
14. Perform other duties as assigned by the supervisor or the officer-in-charge including ensuring that required faxes, email, pouch and express mail are sent and that information on web sites is updated.
    
    
    • Education - Completion of tertiary school education, supplemented by a secretarial diploma is the minimum requirement.  Successful completion of the standard office computer applications test is compulsory. 
    • Experience -      Six to seven years of secretarial experience, and formal secretarial training. 
    • Languages -   Must be fluent in both spoken and written English and Bahasa Indonesia.

Competencies:

• Proven ability to use word processing software and email. Ability to use other software packages required by the work unit. Proven typing abilities.
• Thorough knowledge of ILO administrative procedures and secretarial practices, including in-house procedures for the preparation of documents, administrative forms, and for the creation and maintenance of filing systems.
• Knowledge of protocol. Knowledge of procedures governing missions and other official travel. 
• Excellent knowledge of the work of the office, and the work carried out in other work units. Proven ability to draft routine correspondence and to ensure correct spelling, grammar and punctuation. 
• Proven ability to take minutes of meetings. 
• Ability to respond to requests from high-ranking officials, and to deal with high-level visitors with tact and diplomacy. 
• Ability to reply in an appropriate manner to telephone and in-person inquiries. 
• Ability to work well with colleagues and work under pressure.
• Good organizational skills. Ability to plan, organise and distribute tasks in a highly effective manner. Ability to handle many issues at once.
• Ability to obtain services from other work units inside or outside the office for completion of tasks. 
• Ability to determine relevant background and reference materials for others, to screen requests for urgency and priority, and to respond to requests requiring input from various sources. 
• Ability to deal with confidential matters with discretion. Supervisory skills. Discernment. Excellent time management skills.

Nationality -  Indonesian

Remuneration - General Services Level 6 of the UN common remuneration system and/or commensurate with the qualifications and competency of the selected candidate, when the candidates contracted by the national organization, the remuneration will adopt UN and national regulation.

Written Examination and Interview – Prospective candidates will be required to sit in a written examination and take part in an interview.

Application: Qualified women and men are encouraged to apply. Only qualified candidates will be notified. Please submit application indicating the Vacancy Announcement Number along with your CV, 3 references and the Statement of Competencies to:  

INTERNATIONAL LABOUR OFFICE

Email : hrdjkt@ilo.org

Only qualified candidates will be notified. 

The ILO promotes opportunities for women and men to obtain decent and productive employment in conditions of freedom, equity, security and human dignity