Administrative Assistant

Job Posting Organization:
UNESCO, the United Nations Educational, Scientific and Cultural Organization, was established in 1945 with the mission to contribute to peace and security" style="border-bottom: 1px dotted #007bff !important;">security by promoting international collaboration through educational, scientific, and cultural reforms. The organization operates in over 190 countries and has a workforce of approximately 2,000 employees. UNESCO aims to build peace in the minds of men and women, and its core values include commitment to the organization, integrity, respect for diversity, and professionalism.

Job Overview:
The Administrative Assistant position at UNESCO in Jakarta is designed to provide comprehensive administrative support services in alignment with UNESCO's rules and regulations. The incumbent will work under the overall authority of the Director of the UNESCO Office in Jakarta and will report directly to the Finance and Administrative Officer or Senior Finance and Administrative Assistant. The role encompasses a variety of functions including general administration, financial management, budgetary oversight, human resources support, and logistics coordination. The successful candidate will be expected to maintain confidentiality, manage files, assist in budget preparation, and ensure compliance with administrative procedures. This position is crucial for the smooth operation of the office and requires a proactive approach to problem-solving and communication.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include acting as a certifying officer for financial transactions, drafting routine correspondence and reports, maintaining confidential files, assisting in budget preparation, and providing guidance on administrative rules. Financial responsibilities involve coding and reconciling transactions, processing payments, and generating expenditure reports. The role also includes monitoring budget commitments, preparing cost estimates, and alerting supervisors to potential shortfalls. In terms of human resources, the assistant will draft personnel documents, maintain HR databases, process salaries and entitlements, and assist in recruitment processes. Logistics duties involve coordinating shipments, procurement actions, travel arrangements, and liaising with security services. The position requires excellent organizational skills and the ability to work under pressure while maintaining a high level of professionalism.

Required Qualifications:
Candidates must have completed secondary, technical, or vocational education. A minimum of five years of relevant experience in general administration, finance, budget management, human resources, and logistics is required. The ideal candidate should possess excellent interpersonal and communication skills, a strong service orientation, and the ability to analyze and interpret financial data. Proficiency in MS Office applications and database management is essential, along with the ability to work collaboratively in a team environment and manage multiple tasks effectively.

Educational Background:
The educational background required for this position includes completed secondary education, with a preference for technical or vocational training in administration, finance, accounting, or human resources. Specialized training or courses in these fields will be considered an asset.

Experience:
The position requires a minimum of five years of relevant work experience in areas such as general administration, finance, budget management, human resources, and logistics. Experience within the UN system or international organizations is highly desirable, as is familiarity with financial spreadsheet applications and ERP systems.

Languages:
Fluency in English, both spoken and written, is mandatory for this position. Knowledge of another official UNESCO language, such as Chinese, French, Russian, or Spanish, is considered a desirable qualification that could enhance a candidate's application.

Additional Notes:
The contract for this position is fixed-term for a duration of two years, with the possibility of renewal. The role is open to both internal and external candidates, but only those eligible to work in Indonesia may apply. The position is full-time, and the approximate annual starting salary is 252,646,000 IDR. Benefits include 30 days of annual leave, family allowance, medical insurance, and a pension plan. The selection process may involve video interviews, written assessments, and reference checks. UNESCO emphasizes the importance of diversity and encourages applications from under-represented groups, including individuals from minority and indigenous backgrounds.