Title: Administrative Assistant
Category & Level: GL-4
Position No: 10023691
Duty Station: Jakarta, Indonesia
Entry on Duty: 01 June 2016
Duration: 3 months with likelihood of extension subject to Satisfactory Performance Report and Medical Fitness Report
Category & Level: GL-4
Position No: 10023691
Duty Station: Jakarta, Indonesia
Entry on Duty: 01 June 2016
Duration: 3 months with likelihood of extension subject to Satisfactory Performance Report and Medical Fitness Report
Annual Salary: Starting from IDR 116,147,000 (including Medical Allowance)
Closing Date: 15 May 2016
Duties and ResponsibilitiesUnder the direct supervision of Senior Admin/Finance Associate and overall supervision of Admin Officer, the incumbent will perform the following duties:
- Maintain hard and electronic office files and records; classify and code material relating to a variety of topics.
- Search and retrieve office files, and reproduce documentation and background material for reference and action by the supervisor, as and when required.
- Receive, register, route correspondence and office pouch.
- Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology.
- Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff.
- Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately.
- Assist the supervisor to monitor and record expenditure/disbursement of funds.
- Following instructions from the supervisor, make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division.
- May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable;
- Monitor office facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all times.
Experience: Three (3) years’ experience in relevant work area. Experience working in a multi-cultural environment or international context an added asset.
Nationality: Citizen of Indonesia; Non-citizen with Indonesian Permanent Residency.
Languages: Excellent knowledge of English and Bahasa Indonesia (written and spoken) essential.
Desirable Skills: Computer; familiarly with of UNHCR’s work; Good knowledge of Admin/Finance/HR rules and procedures; Strong interpersonal skills; Ability to work effectively in a team; Knowledge and experience in using excel and Peoplesoft.
Working RelationshipsWith UNHCR Staff With External Parties: contacts with travel agents and suppliers and other related businesses.
Supervision exercised and guidance given On-the-job training
Candidates who wish to be considered for this vacancy should send their CV, motivation letter and signed Personal History/P.11 form (available at HERE), to UNHCR Indonesia at:
Menara Ravindo Lt. 14
Jl. Kebon Sirih Kav. 75
Jakarta 10340
Or via e-mail to INSJA@unhcr.org
Jl. Kebon Sirih Kav. 75
Jakarta 10340
Or via e-mail to INSJA@unhcr.org
IMPORTANT: Candidates must indicate the post title and vacancy number on the envelope or subject of e-mail
Deadline for Application: 15 May 2016
Applications from all genders and persons with disabilities are encouraged.
Late applications will not be considered.
Only those short-listed for interviews will be notified.