Dear All,
ILO is looking for a suitable candidate for the post of Secretary to the Director. More details are as follows :
 
|   Vacancy No: |   JAKARTA/2017/011 |   Date:  |   28 June 2017 |
|   Position title: |   Secretary to Director |   Deadline for application: |    12 July 2017 |
|   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 August 2017 |

         Forany questions related to this post, please contact: – Ms. HermawatyMisnan, HR/Admin Assistant, CO Indonesia and Timor Leste, hermawaty@ilo.org Background
The International Labour Organization (ILO) is a tripartite U.N. agencywith government, employer, and worker representatives as its constituents. Thistripartite structure makes the ILO a unique forum in which the governments andthe social partners of the economy of its Member States can freely and openlydebate and elaborate labour standards and policies. The ILO Country Office forIndonesia and Timor-Leste is carrying out a diverse programme of activities andprojects related to issues such as employment, labour rights and standards,social protection and skills development in order to support Indonesia in itsdevelopment of an inclusive, sustainable and job rich economy and society
 Position The Secretary to the Director is expected to provide arange of support services to facilitate the Office Management and Programmeunit run well. The incumbent works under direct supervision of the Director. Theincumbent shall work closely with relevant staff in the Management andProgramming unit of the Jakarta Office.
 
Specific duties and responsibilities:
– Arrange appointments and maintainthe supervisor’s calendar. Receive visitors, place and screen telephone calls, andanswer queries with discretion.
– Search for and prepare briefingmaterials for the supervisor for use on official trips, special meetings andfor action. Collect, solicit and coordinate briefing materials for thesupervisor’s missions and meetings, ensuring that submission timetables are adheredto. Select and make pertinent abstracts and undertake searches for information.
– Arrange meetings withhigh-ranking officials and arrange official receptions.
– Participate in the organization andpreparation of staff or special meetings, and take minutes and/or notes. Makeall important arrangements and facilities for conducting workshops andseminars.
– Prepareinformal translations, and may act as interpreter.
– Receive, screen, log and routecorrespondence, attach necessary background information, maintain follow-upsystem, and draw the attention of the supervisor to matters requiring immediateand/or personal attention. Open, record and re-direct confidential mail.
– Coordinate the secretarial servicesof the office, distribute special assignments to other secretaries, and checkand correct correspondence prepared by other staff for the supervisor’ssignature. Brief and train new secretaries and give guidance to other secretarieson office procedures.
– Provide office management andadministrative support services to other professional staff, when necessary.
– Draft non-substantivecorrespondence and ensure follow-up.
– Take and transcribe dictation on avariety of subject matters, ensuring that spelling, punctuation and format arecorrect. Type correspondence, documents, reports, etc., some of which arehighly confidential.
– Maintaining systematic filing system and correspondence logincluding confidential files, except for personnel, administration, finance andfellowship files which are under the responsibilities of Admin, Finance andHuman Resource staff.
– Maintain contacts with officials ingovernment offices, ministries, workers’ and employers’ organizations and UNagencies, and update relevant lists.
– Make travel arrangementsfor the supervisor and perform liaison duties with other units.
– Perform other duties as assigned by thesupervisor or the officer-in-charge including ensuring that required faxes,email, pouch and express mail are sent and that information on web sites isupdated.

Education –         Completion of tertiary school education, supplemented by asecretarial diploma is the minimum requirement.  Successful completion of the standard officecomputer applications test is compulsory.  

Experience –     Six to seven years ofsecretarial experience, and formal secretarial training.  Languages –   Must be fluent in both spoken and written English and BahasaIndonesia. Competencies:

– Proven ability to use word processing software and email. Ability to useother 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, administrativeforms, and for the creation and maintenance of filing systems.
– Knowledge of protocol. Knowledge of procedures governing missions and otherofficial travel.
– Excellent knowledge of the work of the office, and the work carried out inother work units. Proven ability to draft routine correspondence and to ensurecorrect spelling, grammar and punctuation.
– Proven ability to take minutes of meetings.
–  Ability to respond to requests from high-ranking officials, and to dealwith high-level visitors with tact and diplomacy.
– Ability to reply in an appropriate manner to telephone and in-personinquiries.
– Ability to work well with colleagues and work under pressure.
– Good organizational skills. Ability to plan, organize anddistribute tasks in a highly effective manner. Ability to handle many issues atonce.
– Ability to obtain services from other work units inside or outside theoffice for completion of tasks.
– Ability to determine relevant background and reference materials forothers, to screen requests for urgency and priority, and to respond to requestsrequiring input from various sources.
– Ability to deal with confidential matters with discretion. Supervisoryskills. Discernment. Excellent time management skills.
 
Nationality-  IndonesianRemuneration- GeneralServices Level 6 of the UN common remuneration system and/or commensurate withthe qualifications and competency of the selected candidate, when thecandidates contracted by the national organization, the remuneration will adoptUN and national regulation.Written Examination and Interview– Prospectivecandidates will be required to sit in a written examination and take part in aninterview.
Application:       Qualified women and men are encouraged to apply. Only qualifiedcandidates will be notified. Please submit application indicating the Vacancy Announcement Number along with your CV, 3references and the Statement of Competencies to:   INTERNATIONALLABOUR OFFICEEmail: hrdjkt@ilo.org 
Only qualified candidateswill be notified.  
TheILO promotes opportunities for women and men to obtain decent and productiveemployment in conditions of freedom, equity, security and human dignity