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OVERVIEW
Parent Sector : Field Office
Duty Station: Jakarta
Job Family: Administration
Type of contract : Non Staff
Level : Level 2
Duration of contract : From 7 to 11 months
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 17/01/2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only Indonesian nationals or persons with the right to work in Indonesia may apply to this position.
OVERVIEW OF THE FUNCTIONS OF THE POST
The SC holder carries out the following tasks with care, diligence and compliance with the instructions received from the supervisor:
MAIN DUTIES AND RESPONSIBILITIES:
• Answers incoming calls and transfer calls; receive messages, provide general information with due regard to confidential information.
• Reviews, records, distributes and processes incoming mail (electronic/hard copy); follows up on impending actions; routes information and queries for response as appropriate.
• Maintains and updates the ADMIN unit electronic and paper records/files (e.g. information databases, mailing lists, telephone directory, etc);
• Prepares a variety of administrative documentation using examples or templates provided by the supervisor; Uses word processing to produce a wide variety of basic documents and reports ensuring accuracy and adherence to established format/standards.
• Supports standard and non-standard administrative and office support activities.
• Assists in preparing contracts; payment requests; supports team in arranging travel, etc. Initiates routine/basic administrative procedures and ensure follow-up.
• Supports unit in recording and administrative processing of protocol related documents in line with the Organization’s rules and procedures;
• Assists in administration of DHL, telephone, pouch registration/shipments, and other related admin accounts.
• Assists in managing meeting rooms and vehicle bookings administration/management.
• Respond to enquiries and follow up on routine outstanding matters.
Additional tasks may be assigned, provided they are consistent with the function as set out above.
Long Description
Long Description
Long Description
COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
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For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS
Education:
• Completed secondary, technical and/or vocational education.
Work Experience:
• A minimum three (3) years of relevant work experience in administrative and/or related tasks.
• Experience in handling incoming calls, data entry, record management, drafting basic correspondence, processing invoices, or other operational support functions.
Skills:
• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds and high-level counterparts.
• Excellent organizational and planning skills.
• Capacity for accuracy and attention to detail in preparation of correspondence and documents. – Good interpersonal skills, discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
• Ability to work under pressure and flexibility to adjust work schedules and priorities.
• Ability to work effectively in a multicultural team environment.
• Strong sense of accountability and teamwork
• Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.).
Languages:
• Fluency in written and spoken English
DESIRABLE QUALIFICATIONS
Education:
• Bachelor’s Degree in Business Administration or related field.
Work experience:
• Experience in an international or UN organization is highly desirable.
• Experience managing a multi-line high volume office telephone system.
BENEFITS AND ENTITLEMENTS
Annual Salary: IDR 176,670,912 p.a. (Inclusive of medical insurance and pension)
Other benefits include 30 days’ annual leave.
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
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UNESCO applies a zero tolerance policy against all forms of harassment.
UNESCO is committed to achieve and sustain gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States (last update here) are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
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