[DevJobsIndo] ILO Vacancy no. 2015-009 : Secretary to the Director
Dear All,
ILO is looking for a suitable candidate for the position of Secretary to the Director. More information can be found below.
Vacancy No:
|
JAKARTA/2015/009
|
Date:
|
19 October 2015
|
Position title:
|
Secretary to Director
|
Deadline for
application:
|
08 November 2015
|
Programme title:
|
CO-Jakarta
|
Organization unit:
|
CO- Jakarta
|
Grade:
|
GS6
|
Duty Station:
|
Jakarta
|
Contract type:
|
Fixed-term
|
|
|
Duration:
|
12 months with possible
extension subject to good performance
|
Expected
starting date:
|
1 February 2016
|
For
any questions related to this post, please contact: – Ms. Hermawaty
Misnan, HR/Admin Assistant,
any questions related to this post, please contact: – Ms. Hermawaty
Misnan, HR/Admin Assistant,
CO Indonesia and Timor Leste, [email protected]
Background
The International Labour Organization (ILO) is a tripartite U.N. agency
with government, employer, and worker representatives as its constituents. This
tripartite structure makes the ILO a unique forum in which the governments and
the social partners of the economy of its Member States can freely and openly
debate and elaborate labour standards and policies. The ILO Country Office for
Indonesia and Timor-Leste is carrying out a diverse programme of activities and
projects related to issues such as employment, labour rights and standards,
social protection and skills development in order to support Indonesia in its
development of an inclusive, sustainable and job rich economy and society
Position
The Secretary to the Director is expected to provide a
range of support services to facilitate the Office Management and Programme
unit run well.
The incumbent works under direct supervision of the Director. The
incumbent shall work closely with relevant staff in the Management and
Programming unit of the Jakarta Office.
incumbent shall work closely with relevant staff in the Management and
Programming unit of the Jakarta Office.
Specific duties and responsibilities:
-
Arrange appointments and maintain the supervisor’s calendar. Receive visitors, place and screen telephone calls, and answers with discretion.
-
Search for and prepare briefing
materials for the supervisor for use on official trips, special meetings and
for action. Collect, solicit and coordinate briefing materials for the
supervisor’s missions and meetings, ensuring that submission timetables are adhered
to. Select and make pertinent abstracts and undertake searches for information. -
Arrange meetings with
high-ranking officials and arrange official receptions. -
Participate in the organization and
preparation of staff or special meetings, and take minutes and/or notes. Make
all important arrangements and facilities for conducting workshops and
seminars. -
Prepare
informal translations, and may act as interpreter. -
Receive, screen, log and route
correspondence, attach necessary background information, maintain follow-up
system, and draw the attention of the supervisor to matters requiring immediate
and/or personal attention. Open, record and re-direct confidential mail. -
Coordinate the secretarial services
of the office, distribute special assignments to other secretaries, and check
and correct correspondence prepared by other staff for the supervisor’s
signature. Brief and train new secretaries and give guidance to other secretaries
on office procedures. -
Provide office management and
administrative support services to other professional staff, when necessary. -
Draft non-substantive
correspondence and ensure follow-up. -
Take and transcribe dictation on a
variety of subject matters, ensuring that spelling, punctuation and format are
correct. Type correspondence, documents, reports, etc., some of which are
highly confidential. -
Maintaining systematic filing system and correspondence log
including confidential files, except for personnel, administration, finance and
fellowship files which are under the responsibilities of Admin, Finance and
Human Resource staff. -
Maintain contacts with officials in
government offices, ministries, workers’ and employers’ organizations and UN
agencies, and update relevant lists. -
Make travel arrangements
for the supervisor and perform liaison duties with other units. -
Perform other duties as assigned by the
supervisor or the officer-in-charge including ensuring that required faxes,
email, pouch and express mail are sent and that information on web sites is
updated.
Education – Completion of tertiary school education, supplemented by a
secretarial diploma is the minimum requirement. Successful completion of the standard office
computer applications test is compulsory.
secretarial diploma is the minimum requirement. Successful completion of the standard office
computer applications test is compulsory.
Experience –
Six to seven years of
secretarial experience, and formal secretarial training.
Six to seven years of
secretarial experience, and formal secretarial training.
Languages – Must be fluent in both spoken and written English and Bahasa
Indonesia.
Indonesia.
Competencies:
-
Proven ability to use word processing software and email. Ability to use
other software packages required by the work unit. Proven typing abilities. -
Thorough knowledge of ILO administrative procedures and secretarial practices,
including in-house procedures for the preparation of documents, administrative
forms, and for the creation and maintenance of filing systems. -
Knowledge of protocol. Knowledge of procedures governing missions and other
official travel. -
Excellent knowledge of the work of the office, and the work carried out in
other work units. Proven ability to draft routine correspondence and to ensure
correct spelling, grammar and punctuation. -
Proven ability to take minutes of meetings.
-
Ability to respond to requests from high-ranking officials, and to deal
with high-level visitors with tact and diplomacy. -
Ability to reply in an appropriate manner to telephone and in-person
inquiries. -
Ability to work well with colleagues and work under pressure.
-
Good organizational skills. Ability to plan, organise and
distribute tasks in a highly effective manner. Ability to handle many issues at
once. -
Ability to obtain services from other work units inside or outside the
office for completion of tasks. -
Ability to determine relevant background and reference materials for
others, to screen requests for urgency and priority, and to respond to requests
requiring input from various sources. -
Ability to deal with confidential matters with discretion. Supervisory
skills. Discernment. Excellent time management skills.
Nationality
– Indonesian
– Indonesian
Remuneration
– General
Services Level 6 of the UN common remuneration system and/or commensurate with
the qualifications and competency of the selected candidate, when the
candidates contracted by the national organization, the remuneration will adopt
UN and national regulation.
– General
Services Level 6 of the UN common remuneration system and/or commensurate with
the qualifications and competency of the selected candidate, when the
candidates contracted by the national organization, the remuneration will adopt
UN and national regulation.
Written Examination and Interview
– Prospective
candidates will be required to sit in a written examination and take part in an
interview.
Application: Qualified women and men are encouraged to apply. Only qualified
candidates will be notified. Please submit application indicating the Vacancy Announcement Number along with your CV, 3
references and the Statement of Competencies to:
candidates will be notified. Please submit application indicating the Vacancy Announcement Number along with your CV, 3
references and the Statement of Competencies to:
INTERNATIONAL
LABOUR OFFICE
Only qualified
candidates will be notified.
candidates will be notified.
The
ILO promotes opportunities for women and men to obtain decent and productive
employment in conditions of freedom, equity, security and human dignity
ILO promotes opportunities for women and men to obtain decent and productive
employment in conditions of freedom, equity, security and human dignity
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