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Announcement of Vacancy
(2007-27)

Post Title: Administrative Assistant
Project Title: HIV/AIDS Workplace Education Programme in Indonesia
Executing Agency: International Labour Organisation
Duration: 6 months with possibility of extension
Duty Station: Jakarta, Indonesia
Starting Date: As soon as possible
Grade: GS-5

DUTIES/RESPONSIBILITIES

The incumbent will provide administrative and secretarial support to the project team and the ILO Jakarta Office for all activities related to the implementation of the project. The duties of the incumbent, including but not limited to, will be to:

Information Management and Knowledge Sharing Systems

1. Maintain project information systems (including paper and electronic filing systems and electronic databases) for all programme, personnel, administrative, financial, equipment, fellowship, and reporting in accordance with established ILO procedures;

Budget Monitoring and Maintenance

2. Process and examine project budget information and data in accordance with instruction, and make necessary summaries to monitor budget implementation in line with established ILO budgeting requirements;
3. Examine and process all claims for payment and reimbursement of expenses submitted by project staff and implementing partners in line with established ILO financial procedures;

Programme, Administrative, Finance and Secretarial Duties

4. Receive visitors, place and screen telephone calls, and answer queries with discretion as well as receive, screen, log and route correspondence, attach necessary background information and maintain a follow up system for action and deadlines;
5. Draft routine correspondence, faxes, memoranda and reports on administrative matters from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.
6. Search for and prepare administrative related briefing materials for the project team for use on official trips, special meetings and for action;
7. Provide administrative/secretarial support for meetings, seminars and/or workshops;
8. Arrange meetings, both internal and external and take minutes and or notes at meetings as required
9. Requisition of project supplies and equipment. Arrange for control of distribution and maintenance of inventory records;
10. Make travel and other necessary arrangements for the project team and perform liaison duties with other units, UN agencies, ministries, non-governmental organizations and other high level officials
11. Provide guidance and supervise the work of lower level administrative and/or other support staff;
12. Prepare informal translations, and may act as interpreter;
13. Maintain contact and perform liaison duties with other units, UN agencies, concerned ministries, non-governmental organizations, and provide protocol services as required
14. Perform other related duties as required

Education - Completion of secondary school education supplemented by technical or university level courses in a field related to the work of the organization.

Experience - five year of progressively responsible administrative and secretarial, clerical work, and some training in an administrative and programme support activities.

Language - Excellent knowledge of English and Indonesian.

Competencies - Ability to work with word processing and spreadsheet software as well as other computer software packages required for work. Proven typing ability. Thorough knowledge and understanding of administrative guidelines and procedures as well as the full range of administrative activities within support areas, such as finance and procurement. Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems. Ability to reply, in an appropriate manner, to telephone and in-person inquiries. Ability to work well with colleagues. Good organizational skills. Ability to evaluate correspondence and inquiries for best course of action. Ability to obtain services from other work units inside or outside the office for completion of tasks. Ability to search and retrieve information from databases and compile reports. Ability to respond to requests from high-ranking officials, and to deal with high-level visitors with tact and diplomacy. Ability to deal with confidential matters with discretion. Supervisory skills. Excellent time management skills.

REMUNERATION
Administrative Assistant at the General Services 5 level of the UN Common remuneration system and/or commensurate with qualifications and competency of the selected candidate.

INTERVIEW AND WRITTEN EXAMINATION
Prospective candidates will be required to sit a written examination and be interviewed.

APPLICATION:
Both qualified women and men are encouraged to apply and submit their application along with CV and other supporting documents, references and non-returnable recent photograph, addressed to:

Director,
ILO Jakarta Office
Menara Thamrin, 22nd floor
Jl. M.H. Thamrin, Jakarta
Email : JAKARTA@ilo.org
Fax : 3100766

Closing date: 23 July 2007

Only shortlisted candidate 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