Unit: Communication
Job Title: Secretary/Administrative Support
Level: L4*
Duty Station: Jakarta
Starting Date: 1 July 2008
Duration of Contract: 11 months (with possibility of renewal)
Closing Date of Applications: 16 June 2008

Description of Responsibilities :
Under the supervision of the Head of Communication and Information Unit, and the authority of the Director of UNESCO Jakarta Office, in close cooperation with the Programme Specialists and staff of the other units of the Office the incumbent shall:

1. Provide secretarial support to the Unit as follows:
- Take dictation and draft routine correspondences and reports.
- Prepare informal translations and act as interpreter English/Bahasa Indonesia).
- Create and maintain mailing lists suitable for the designated programme areas.
- Maintain chrono & electronic file for correspondences (letters, fax, email, telex), documents and reports.
- Prepares briefing materials for the supervisor for use on official trips or special meetings.
- Receives, screens, logs and routes correspondences and attaches necessary background information and maintain copy for follow-up system.
- Assist in making appointments and receiving visitors.

2. Provide administrative and logistical support to the Unit as follows:
- Assist in monitoring programme activities by administering different type of contracts (fee, activity financing, consultant, purchase order, travel and education grants).
- Assist in updating and monitoring programme budgets and expenditures.
- Assist in organizing official meetings, workshops, seminars and conferences including making travel arrangements for participants.
- Make travel arrangements for supervisor and programme specialists of the Unit for official missions and assist in preparing resultant travel record/claims of the Programme Specialist.
- Create and maintain simple computer programme, spreadsheet or database appropriate for the secretarial duties.

3. Perform other official duties as may be required by the immediate Supervisor and the Director of the Office.

Competencies:
- Knowledge of the UN financial and administrative rules and practices will be an advantage.
- Good inter-personal skills and experience in a multicultural set-up.
- Strong administrative and organisational skills.
- Ability to work independently with minimum supervision and under pressure.
- Ability to identify prioritized activities and assignments as well as manage time to ensure work is completed to deadlines and targets.

Qualifications:

- University degree in business administration, social, communication, or related field.
- At least 4 years secretarial and related administrative experience preferably in other UN agencies or international organization.
- Good knowledge of various computer softwares (Microsoft Office, Word, Spreadsheet, Powerpoint).
- Fluency in Bahasa Indonesia and in English, with excellent communication skills (written, verbal, interpersonal) in both languages.

*The final level and step will be determined at the time of recruitment according to the candidate’s qualifications and work experience.

Those interested should submit their application electronically along with CV and other supporting documents, references and non-returnable recent photograph, by Monday, 16 June 2008 directly to the Administrative Officer at UNESCO at this address:
ca.widiarti@unesco.org

Contact Details:
Most recent Curriculum Vitae accompanied by an application letter should be sent to:

The Administration Officer
UNESCO House
Jl. Galuh (II) No. 5
Jakarta 12110
Indonesia
Fax: (62-21) 7279 6489
Email: jakarta@unesco.org

We shall only respond to short-listed candidate and with whom the organization has an interest.

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