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ADMINISTRATIVE CLERK (SC 3)

Jakarta (Indonesia)

  • Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
  • Location: Jakarta (Indonesia)
  • Grade: SB-2 (SC3/SC4), Service Contract, Local Contractors Agreement - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2021-09-25

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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 1 to 6 months

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 25-Sep-2021

 

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

Under the overall authority of the Director - UNESCO Jakarta Office and the direct supervision of the Administrative & Finance Officer (AO), the Administrative Clerk shall undertake the following tasks and responsibilities:

 

Long Description

1. REGISTRY SUPPORT:
 Receive, unpack, register/stamp, sort, code and dispatch incoming & outgoing correspondence - (faxes, Post mail, Hand delivered mail, DHL, electronic mail messages/documents, etc.)
 Dispatch and receive incoming/outgoing diplomatic pouches and parcels; Inspect/review pouch contents to ensure usage is in conformity with UNESCO rules/policy.
 Compile, maintain, and update mailing & contact lists.
 Maintain a comprehensive filing system on Teams for all incoming & outgoing mail. Filing system shall be disaggregated by subject matter, receiving/sending unit, Responsible PS, etc.
 Monitor official office email and forward messages to designated officers in a timely manner; follow-up with concerned staff as necessary.
 Respond to inquiries and follow up on routine outstanding matters. Liaise with other UNESCO units to obtain additional information/ clarifications where necessary.

Long Description

2. SWITCHBOARD SUPPORT
 Operate Switchboard to facilitate incoming/outgoing telephone calls in a courteous and professional manner. Transfer/forward incoming calls efficiently without dropping calls.
 Take messages when necessary and pass on messages to appropriate persons.
 Establish/Update JAK internal telephone directory and ensure it is kept current. Disseminate updated copies to staff via TEAMS link.
 Maintain monthly records of personal telephone calls/DHL requests to facilitate ADMIN billing.
 Co-ordinate with ICT Asst. and Admin Asst. (Facilities) to arrange/facilitate switchboard maintenance, repairs, capacity upscaling, and/or upgrades.

Long Description

3. OFFICE ADMIN SUPPORT:
 Assist in reception/front office desk duties i.e. Greet/direct Visitors.
 Operate a variety of standard office equipment e.g. photocopier, facsimile, printer, scanner, etc.
 Support ADMIN in photocopying/filing documents as necessary.
 Develop basic routine correspondence, reports, tables, charts, graphs, etc., in accordance with UNESCO standards using standard office Microsoft software.
 Perform basic data entry and extraction functions. Proofread documents for completeness, grammatical
and typographical accuracy.
 May support preparation of requisitions for utility/low value purchase orders/contracts as necessary.
 Cross train with backup buddies on critical items to ensure business continuity during absences.
 Any other additional activities as assigned by the immediate supervisor.

 

COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) - For detailed information, please consult the UNESCO Competency Framework. REQUIRED QUALIFICATIONS

Education:
 High School diploma;


Work Experience:
 Minimum 04 years work experience in administration and/or customer service;
 Experience in Switchboard operation/management.
 Ability to operate standard basic office equipment – fax, PABX, scanner, photocopier, etc.
 Ability to draft/develop basic correspondence/documents.
 Ability to manage sensitive information in a confidential manner
 Ability to work in a multicultural environment.


Skills:
 Good telephone skills; Strong listening and interpersonal skills; tact and diplomacy.
 Demonstrated ability to read, write, and speak English clearly & concisely.
 Good knowledge of basic computer packages (i.e. MS Word, Excel, PowerPoint, etc).
 Good organizational skills, great attention to detail; Ability to multi-tasking and prioritize tasks without
micro-management.


Languages:
 Fluency in written and spoken English;

DESIRABLE QUALIFICATIONS

Education:
 Bachelor’s Degree in Business Administration or related field;


Work Experience:
 UN Work experience and/or knowledge of UN rules/procedures is an added advantage.


Languages:
 Knowledge of French and/or Bahasa is an added advantage.

BENEFITS AND ENTITLEMENTS

Annual salary: IDR 121,939,688 p.a. (Inclusive of Social Benefits)

 

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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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