UN Women: Office Management Assistant, Jakarta, Indonesia, SC5

I. Background:

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

In Indonesia, UN Women works with government, civil society organizations (CSOs), academia, the media, the public and private sectors to address national priorities of gender equality and womens empowerment. Placing the advancement of womens rights at the center of our work and aligning with UN Sustainable Development Cooperation Framework (UNSDCF) 2021-2025UN Women Indonesia focuses on (1) Inclusive human development through ending violence and discrimination against women and build womens leadership to build sustainable peace (2) Advance value-added and transformative economy by supporting womens economic empowerment (3) Gender-responsive approach to building climate resilience and disaster risk reduction (4) Using innovation and data to leverage gender responsive governance.

Reporting to Operations Manager, the Office Management Assistant is responsible for providing a variety of executive administrative support to the Country Representative and UN Women Country Office with full confidentiality in all aspects of assignment, performing a variety of standard administrative processes ensuring high quality and accuracy of work, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Office Management Assistant to the Country Representative works in close collaboration with UN Women personnel, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

II. Key Functions and Accountabilities

• Provide executive and external relations support to the UN Women Country Representative:

• Manage the UN Women Country Representatives calendar and schedule of appointments and meetings;
• Answer and screen calls for the Country Representative with tact and discretion;
• Maintain roster of Country Office contacts.
• Organize and attend meetings, prepare minutes and summaries;
• Assemble briefing materials and prepare PowerPoint presentations for the Country Representative for meetings, missions, and other key events.
• Facilitate the Country Representatives interaction with various external partners through written, verbal, and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
• Meet and greet officials/visitors;
• Ensure protocol matters, receive high ranking visitors/officials, coordinate logistical arrangements related to visits.

2. Provide effective communication and information management support to the Country Representatives Office:

• Facilitate flow of information and communication between the UN Women Country Representatives Office and other units within or outside of UN Women;
• Review, prioritize, and route correspondence to and from the UN Women Country Representative Office; take proactive follow-up action and keep the Country Representative informed;
• Respond to and/or direct inquiries to appropriate units for timely action/response;
• Draft routine correspondence and interoffice circulars;
• Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.

3. Provide administrative support to the UN Women Country offices assets management:

• Provide administrative support to the property management;
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
• Maintain records on assets management and prepare required reports;
• Maintain files and records relevant to office premises and related maintenance;
• Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
• Maintain staffing lists and reports;
• Provide administrative support to collect document approvals for the Country Representative.

4. Provide logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies:

• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
• Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
• Maintain filing system ensuring safekeeping of confidential materials;

5. Contribute to knowledge building and knowledge sharing:

• Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs;
• Build and share knowledge and experience related to administrative and operations support.

6. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

III. Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Womens Values and Competencies Framework:

Functional Competencies:

• Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
• Knowledge of administrative rules and regulations;
• Ability to perform work of confidential nature;
• Ability to create, edit, and present information in clear format, using appropriate IT functionality;
• Ability to administer administrative processes and transactions.

IV. Recruitment Qualifications

Education and Certification

• Completion of secondary education is required.
• Bachelors degree in business administration or public administration is an asset.

Experience

• At least 5 years of progressively responsible experience with administrative, secretarial, or program experience;
• Experience working in an international organization or UN agency is desirable;
• Experience working with diverse teams and interact with external partners, officials, and high-ranking visitors is desirable;
• Experience in the use of computer applications, software packages such as Microsoft Office, and web-based management systems; is required;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Languages

• Fluency in English and Bahasa are required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Statements :

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and womens empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Womens policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)