ILO is looking for a suitable candidate for the position of Office Secretary for the ILO Jakarta Office. More details are as follows:
|Vacancy No:||JAKARTA/2015/012||Date:||26 November 2015|
|Position title:||Office Secretary|| Deadline for
| 06 December
|Programme title:||CO-Jakarta||Organization unit:||CO-Jakarta|
|Duration:|| 12 months with possible
extension subject to good performance
|1 February 2016|
any questions related to this post, please contact: – Ms.
Hermawaty Misnan, HR/Admin Assistant, [email protected].
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.
The Office Secretary is expected to provide a range of
support services to facilitate the Office Management and Programme unit run
The incumbent works under direct supervision
of the Deputy Directorand the overall management of the Director of ILO
Jakarta. The incumbent shall work closely with relevant staff in the Management
and Programming unit of the Jakarta Office.
Specific duties and responsibilities:
appointments and maintain the supervisor’s calendar. Receive visitors, place
and screen telephone calls, and anwers queries with discretion.2. Arrange
meetings, both internal and external, some involving high-ranking officials,
and take minutes and/or notes at meetings.3. Serve as
administrative secretary at training courses, seminars and workshops.4. Translate
brief documents, and may act as interpreter.5. Take and
transcribe dictation on a variety of subject matters, and ensure that spelling,
punctuation and format are correct. Type correspondence, documents and reports,
some of which are highly confidential, including statistical tables, and ensure
correct spelling, grammar and punctuation.6. Register,
classify and route correspondence, documents, reports, papers and other
materials, attach necessary background information and maintain follow-up
system for action and deadlines.7. Send faxes,
email, pouch and express mail within the region and to headquarters in Geneva.8. Draft
routine correspondence and responses, and ensure follow-up action.9. Maintain
policy, confidential and general files.10. Clear
outgoing correspondence for conformity with established procedures and accuracy
of statements before being signed by the supervisor. Prepare administrative requests
and forms for the supervisor and visiting officials and follow-up with the relevant
administrative services on their processing.11. Select and
make pertinent abstracts and undertake searches for information.12. Maintain
up-to-date directories of constituents, ministers, government and other high
level officials.13. Make travel
arrangements for the supervisor and perform liaison duties with other units, UN
agencies, ministries, non-governmental organizations and constituents.14. Assist in
arranging programmes for in-coming official missions, make appointments with
ILO’s tripartite constituents, including logistical arrangements and
secretarial assistance.15. May provide
guidance to other secretaries.16. Perform
other duties as assigned by the supervisor, including updating information on
Education:Completion of tertiary school education, supplemented
by a secretarial diploma is the minimum requirement.
Experience: Five years of secretarial experience in
Languages: Fluent in spoken and written English and
ability to use word processing software and email. Ability to use other
software packages required by the work unit.
knowledge of secretarial practices and procedures, and knowledge of
administrative practices. Knowledge of the subject matter and programme served.
knowledge of modern office procedures, and computer software packages required
4. Knowledge of
in-house procedures for the preparation of documents and administrative forms,
and for the creation and maintenance of filing systems.
5. Knowledge of
ability to draft correspondence and to ensure correct spelling, grammar and
7. Ability to
take minutes of meetings.
8. Ability to
reply in an appropriate manner to telephone and in-person inquiries.
9. Ability to
work well with colleagues.
10. Ability to organize own work and work under
11. Ability to
obtain services from other work units inside or outside the office for
completion of tasks.
12. Ability to
search and retrieve information from databases and compile reports.
13. Ability to
respond to requests from officials from government offices, ministries, ILO
constituents and NGOs.
14. Ability to determine
relevant background and reference materials for others, and to screen requests
for urgency and priority.
15. Ability to
deal with confidential matters with discretion. May need supervisory skills.
knowledge – Shares important or relevant knowledge and information formally or
informally; promotes knowledge transfer.
Remuneration: General Services Level 5 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
Email : [email protected]
qualified candidates will be notified.
ILO promotes opportunities for women and men to obtain decent and productive
employment in conditions of freedom, equity, security and human dignity