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

Under the guidance of International Operations Manager and direct supervision of the Administrative Associate, the Admin Assistant – Document & Registry provides reliable registry services. The Admin Assistant – Document & Registry demonstrates a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

Duties & Responsibilities:

  • Receives, maintains, updates and classifies files and documents of the Country Office and takes responsibility for the safety and proper filling of documents.
  • In consultation with National Programme Associates and the Personal Assistant to the Representative, maintains, updates and classifies documents related to policy, guidelines, agreements, as well as confidential and general management files; ensures the systematic placement of data and files of the CO.
  • Maintains complete, proper filing system, office records, references materials, general and project files, maintain and updates relevant manuals used by Programme/Operations teams. Files and updates the list of files. Ensure the completeness of files and easy of retrieval of files/reports/documents/publications.
  • In consultation with the Media and Communication Officer, administers the CO library, maintains and updates the document classification based on standardized record management system.
  • Manages and administers the overall registry functions of the CO, develops and maintains proper archive system and ensure the safety and security of files and documents. Screens incoming & outgoing mail and presents those letters to the concerned.
  • Receives, sorts, registers, and distributes correspondence, files, incoming mails, pouches, reports, publications, and attaches necessary background information and maintains follow-up system for the Section. Maintains confidentiality of incoming and outgoing correspondences, assists in registering and dispatching outgoing correspondences as appropriate;
  • In consultation with Programme Assistants, keeps and updates list of names, addresses and telephone numbers of Ministries, Heads of UN Agencies, government officials, members of the diplomatic corps, implementing agencies and other stakeholders.
  • Closely works with and assists the Operations Unit in handling routine secretarial tasks, communicating schedules and maintain the Operations Unit calendar.
  • Prints and binds documents, operates fax, copier and related office equipments
  • Performs liaison duties with concerned Government organizations, NGOs and international organizations related to general administrative tasks.
  • Performs other clerical and reception services as required by management.

 

 

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, library science, 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.

Computer skills:
Proficiency in current office software applications.
Experience in handling of web based management systems.

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

  • 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