Administrative Assistant, GS-5, Jakarta, Indonesia, Post #108635 (for Indonesian only)

UNICEF Indonesia is seeking an Administrative Assistant to undertake administrative management support services in Indonesia Country Office. The incumbent assists in ensuring efficient and cost effective administrative support services in compliance with the organization's administrative policy, procedures, rules and regulations.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Commitment

A steadily growing economy isn't benefiting all. Half the population still lives in poverty and children's changes can vary dramatically depending on their families’ wealth or where they live.

For more information, visit the UNICEF Indonesia Country Office website: https://www.unicef.org/indonesia/

How can you make a difference?

Under the supervision of the Administrative Specialist, the incumbent is to undertake administrative management support services in Indonesia Country Office. The incumbent assists in ensuring efficient and cost effective administrative support services in compliance with the organization's administrative policy, procedures, rules and regulations.

MAIN TASKS AND RESPONSIBILITIES:

1. To administer Operations related payments in Jakarta CO effectively and in a timely manner

• Assists the admin office in the processing of timely payment on all administrative-related bills, such as security (office and residential), ancillary, telephone, electricity, etc.
• At the end of the year, assist the Admin Specialist in preparing estimates on Operation related expenses such as office supplies and equipment for budget preparation purposes.

2. Property management of office equipment and other properties is effectively maintained

• Responsible for management of inventory for office equipment/furniture. Creation of new Asset Master Record (AMR) for new assets, keep track of office inventory movement and update AMR in VISION on a regular basis.
• Liaises with ICT team on IT equipment, inventory in addition to coordination with zonal offices on asset management.
• Assist the Admin Specialist to arrange the annual physical stock count of UNICEF ICO assets. Reconcile the results of the physical stock take with the data in VISION and update as necessary.
• Assist the Admin Specialist to prepare submission to the Property Survey Board on surplus/obsolete inventories for disposal. Follow up on actions recommended and endorsed by the PSB.

3. Delivery of administrative support services of office premises are timely and effectively provided

• Responsible for facilities supervision, maintenance and repairs of office premises/equipment to ensure a safe working environment for all staff members.
• Undertakes all actions necessary to arrange cleaning service personnel. Manages the day-to-day operations of the cleaning service personnel as per contract.
• Management of day-to-day operations of facility support services such as photocopy machines, courier services and cable TV providers.
• Ensures that payments to the service providers as made against and in accordance to the contractual obligations.
• Ensures periodic replenishment of various small office consumables including but not limited to stationary, kitchen supplies.

4. Administrative support in the areas of transportation services which contributes to the operational efficiency of the office.

• Supervision of 2 UNICEF Jakarta based drivers. Ensure that drivers’ PER is completed, CTOs monitored and calculated accurately in compliance with UNICEF guidelines, manage drivers leave and Safe Driving Bonus
• Administer the distribution on the use of office transportation by preparing daily transportation schedule
• Administering periodic maintenance/service of official vehicles
• Controls and monitor use of fuel for UNICEF Jakarta official vehicles through vehicle log sheets
• Manages and prepares (when required) fuel replenishment through low value POs
• Manages the distribution of taxi vouchers, complete monthly reconciliation and payments to the taxi vendor in a timely manner
• Ensures that drivers’ entitlement to uniforms is completed in a timely manner and in accordance to UNICEF policy

5. Focal point for administering the duty-free entitlements of International Professional (IP) staff

• Obtaining approval, clearance and termination for duty free cars both official and private vehicles of international staff
• Obtain approval and clearance of duty free facility in relation to personal effects of IP staff
• Ensure that all IPs have valid Duty Free card.

6. Any other assigned administrative support responsibilities and services are effectively carried out and delivered Undertakes any other duties assigned by supervisor from time to time

To qualify as an advocate for every child you will have…

• A Bachelor’s Degree in related areas. Completion of Secondary School, University level courses in administration, finance, or any other related field of discipline relevant to the job is an asset.
• A minimum of 5 years of progressively responsible administrative or clerical work experience is required. Common Technical Knowledge Required
• Fluency in English and Indonesian is required. 

For every Child, you demonstrate…

UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Remarks:

The screening of your application will be conducted based on the information in your profile. Before applying, we strongly suggest that you review your profile to ensure accuracy and completeness. Only shortlisted candidates will be contacted and advance to the next stage of the selection process.