Background

UNFPA, the United Nations Population Fund, is an international development agency that promotes the right of every woman, man and child to enjoy a life of health and equal opportunity. UNFPA supports countries in using population data for policies and programmes to reduce poverty and to ensure that every pregnancy is wanted, every birth is safe, every young person is free of HIV/AIDS, and every girl and woman is treated with dignity and respect.


Duties and Responsibilities

II. Substantive Duties and Responsibilities

Key Tasks:

Under the guidance and direct supervision of the National Programme Officer (NPO), the Programme Assistant ensures effective and efficient functioning of the Programme Team, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Programme Assistant works in close collaboration with Programme and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties & Responsibilities:

  • Check and collect information of the achieved progress and the status of the programme implementation;
  • Assist implementing partners in the preparation of accurate and timely program and financial reports
  • Assist all implementing partners in regular assessment, monitoring and evaluation of program implementation against their strategic objectives and expected outputs
  • Facilitate activities such as field monitoring, evaluation and review meeting, prepare minutes of meeting and remind all relevant parties to follow through;
  • Communicate with implementing partners to ensure that all programme documents such as financial report, work plan, progress report, evaluation report, etc, can be submitted in timely manner.
  • Coordinate information and communication flow within the UNFPA Country Programme and ensuring responses and follow-up are made in time.
  • Administer incoming and outgoing letter, draft letter, translate letter into both Bahasa Indonesia or English format, register letter, number, distribute and ensure the letter reaches the destination, file and documents the letter based on the sequence number; file and register the programme documents by sector subject.
  • Arrange appointments for supervisor, receive visitors, place and screen telephone calls, keep weekly meetings agenda, respond efficiently to inquiries or requests for information.
  • Provide logistical support by coordinating event (meetings, workshop, seminar, and exhibition), for both internal and external, which sometimes involve high-ranking officials, and take minutes and/or notes at meetings.
  • Ensure prompt and efficient processing of travel (travel authorization, visa, flight/hotel reservation, security clearance, finance/DSA, car pick ups, etc) and assembles information pertinent to purpose of travel, and performs liaison duties with other unit.
  • Draft substantive routine correspondences and ensures follow-up.
  • Maintain all files or records (filling system) on various matters related to UNFPA Country Programme and the reference files of various subjects, register, index, and route incoming correspondence and other materials related to Country Programme.
  • Undertake searches (on files, e-mails, website, CD, etc) for information, selects and makes pertinent abstract.
  • Perform other related secretarial and administrative tasks as required.

 

Competencies

III. Competencies


FUNCTIONAL COMPETENCIES

  • Business acumen
  • Implementing management systems
  • Innovation and marketing of new approaches
  • Client orientation
  • Organizational awareness
  • Job knowledge/technical expertise

CORPORATE COMPETENCIES:

Values

  • Integrity/Commitment to mandate
  • Knowledge sharing/Continuous learning
  • Valuing diversity

Managing Relationships

  • Working in teams
  • Communicating information and ideas
  • Conflict and self management

Working with people

  • Empowerment/Developing people/Performance management

Personal Leadership and Effectiveness

  • Analytical and strategic thinking
  • Results orientation/Commitment to excellence
  • Appropriate and transparent decision making

 

Required Skills and Experience

IV. Recruitment Qualifications

Academic Requirements:
Minimum of College Diploma (D3 level), preferably from secretarial school, office management or any other relevant discipline. Bachelor’s degree in management or related social science would be desirable.

Experience and qualifications:

  • 5 years (for college diploma) or 3 years (for bachelor degree) of progressively relevant experience in the public or private sector is required at the national or international level.
  • A prior UN/International NGO experience of running secretarial and administrative functions is an advantage.
  • High initiative and sound judgment.

Languages:
Fluency in oral and written English and Bahasa Indonesia with an emphasis in a strong writing skill particularly in relation to business letter correspondence.

Computer skills:
Proficiency in current office software applications.
Experience in handling of web based management systems. Knowledge of PeopleSoft/ATLAS system is preferable.

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11

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  • There is no application, processing or other fee at any stage of the application process.
  • UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.
  • Only short-listed candidates will be contacted.

    • Female candidates are encouraged to apply