Project/Office Assistant

Requisition ID:5024
Grade:G5
Country:Indonesia
Duty Station:Jakarta
Category:General Service/Admin. Support
Type of Job Posting:Internal and External
Employment Type:Staff-Full-time
Appointment Type: Fixed Term - 100 series
Indicative Minimum Net Annual Salary:252,646 IDR
Application Deadline:10-Jan-2025, 11:59 PM(Vienna, Austria time)

Vacancy Announcement
This post is for local recruitment only. Female candidates are encouraged to apply.

Organizational Context

The United Nations Industrial Development Organization (UNIDO) promotes industrial development for poverty reduction, inclusive globalization, and environmental sustainability. The mission of UNIDO is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. UNIDO’s mandate is recognized in SDG-9, which calls to “Build resilient infrastructure, promote inclusive and sustainable industrialization and foster innovation.”

The position is located in the country office Indonesia (GLO/RFO/FLD/ASP/INS).

At the G5 level, the incumbent is expected to perform independent and specialized processes focusing on consistent service delivery and support services within the organizational environment and team.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the First Reporting Officer, the Project / Office Assistant provides support in the development and administration of technical cooperation programmes and projects as well as clerical and administrative support and is responsible for the following key functions:

• Screen incoming mail and draft replies for supervisor’s signature on non-technical aspects; provide relevant background/project information whenever necessary; keep track of pending matters, follow up with other offices on deadlines.
• Screen phone calls and visitors; respond to complex information requests and inquiries as necessary and refer queries to appropriate personnel for handling.
• Draft routine and non-routine correspondence; proofread documents and edit texts for accuracy, grammar, punctuation, and style in compliance with the UNIDO Correspondence Manual.
• Assist in the preparation of papers and presentations by extracting/summarizing statistics; compile background information to assist in project identification and formulation.
• Initiate exercises related to the implementation of TC projects; interpret or consult to clarify the application of new financial procedures and rules.
• Using SAP, initiate and follow up on actions related to recruitment of staff, experts, training, and study tours, purchase of equipment, payments, and travel authorizations.
• Perform administrative tasks such as arrangements for meetings and other events, reservations, budget follow-up, and research for information and reference material.
• Maintain an up-to-date filing system (both paper and electronic) and databases related to work.
• Carry out ad-hoc assignments and research activities, as required.
• Perform any other related duties as assigned.

MINIMUM REQUIREMENTS AND DESIRABLE CRITERIA

Education: Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent is desirable.

Technical and Functional Experience:

• A minimum of eight (8) years of working experience in providing support to managerial/professional staff and using administrative skills to assist in project and programme development, is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel, PowerPoint), is required.
• Experience with SAP or similar ERP software is desirable.

Languages: Fluency in written and spoken English and Bahasa is required.

CORE VALUES AND KEY COMPETENCIES

Core Values: Integrity, Professionalism, Respect for Diversity, Focus on People, Focus on Results and Responsibilities, Communication and Trust, Innovation.

For further information on salaries, refer to the International Civil Service Commission website: https://icsc.un.org/

Employees of UNIDO are expected at all times to uphold the highest standards of integrity, professionalism, and respect for diversity. Only persons who fully commit to these values should consider applying.

All applications must be submitted online through the Online Recruitment System. Correspondence will be undertaken only with candidates who are being considered at an advanced phase of the selection process.

UNIDO does not charge any application or recruitment fee. If you have received a solicitation for the payment of a fee, please disregard it.