ILO Job Vacancy: Administrative Secretary - Jakarta, Indonesian - Kerja Ngo

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ILO Job Vacancy: Administrative Secretary - Jakarta, Indonesian

For any questions related to this post, please contact:- Ms Hermawaty Misnan, Admin/ HR Assistant,

Workplaces claim more than 2.3 million deaths per year, out of which 350,000 are fatal accidents and close to 2 million are work-related diseases. In addition, 313 million accidents occur on the job annually. The economic burden of poor occupational safety and health practices is estimated at 4 per cent of global Gross Domestic Product each year. Deaths and injuries take a particularly heavy toll in developing countries, where a large part of the population is engaged in hazardous activities, such as agriculture, fishing and mining. Safety and health at work is therefore to be seen as fundamental human right and is essential for inclusive economic development.

In 2016, the ILO LABADMIN/OSH Branch launched the Global Action for Prevention on Occupational Safety and Health Programme (OSH-Gap) to achieve real reductions in the incidence of work-related deaths, injuries and diseases and the creation of a global culture of prevention. This programme responds to a critical demand for assistance in the area of OSH by low and lower-middle income countries and a growing need for increased collaboration and coordination among stakeholders to achieve sustainable impact. One of the five key objectives of this programme is to generate increased demand for the safety and health of workers.

The Project OSH for Young Workers and Young Employers in Global Supply Chains – Building a Culture of Prevention will be implemented as part of this programme. The goal of this Project is to reduce workplace injuries, fatalities and occupational diseases through increased preventative and safety actions by young workers and young employers in Indonesia, Myanmar, the Philippines and Viet Nam. The Project will focus on the young workers and young employers working in the manufacturing and construction supply chains.

In order to reach this objective, the project will develop and pilot test various tools, methodologies and strategies to raise workplace safety awareness and to generate public demand for improvements in national OSH systems. It will be articulated around 3 main components: (1) the creation and piloting of tools and communication materials to educate young workers and young employers on OSH issues; (2) the development and/or activation of networks of intermediaries able to effectively promote OSH awareness and action in their workplace and communities and (3) the empowerment of young workers and young employers at the XXI World Congress on Safety and Health to be held in Singapore. By the end of the project, young workers and young employers are expected to take concrete actions to reduce workplace injuries, fatalities and occupational diseases.  The project will be leaded by an international CTA and supported with one admin staff stationed in Jakarta.

Supervision and Guidance
The Administrative Secretary will be under the supervision and will report to Project’s CTA.

Duties and Responsibilities:
The Administrative Secretary will be responsible in providing secretarial and administrative support to the day-to-day implementation of the project in Indonesia, including but not limited to the following areas:
  • Respond or draft responses to routine correspondence; register incoming correspondence, documents, reports and other material
  • Screen phone calls and visitors. Respond to information requests and inquiries.
  • Make appointments and maintain calendar/schedules of the supervisor and the work unit and monitor changes.
  • Provide secretarial, administrative and logistics support to meetings, workshops and conferences.
  • Prepare purchase orders, travel requests, various contracts and visa applications.
  • Assist in arranging travel schedules for official missions including logistical arrangements and preparation of the travel authorization as well as the settlement of claims.
  • Handle procurement of project’s equipment and supplies. Maintain and update the inventory records of non-expendable equipment.
  • Assist in the preparation of cost estimates and periodic accounting records. Prepare and process claims for payment.
  • Participate in the organization and preparation of staff or special meetings.   Maybe required to take notes or minutes.
  • Compile and organize information and reference material from various sources for reports, work plans, briefings and meetings/conferences.
  • Maintain and update databases for the project implementation and activities, maintain all project’s   files (including paper and electronic filing systems)
  • Perform other duties as may be required.
Education – Completion of tertiary school education in social sciences. A secretarial and/or administration diploma is an advantage.

Experience – Three to four years’ experience in secretarial and general administrative work. Experience in the UN system practices and procedures would be an asset.

Nationality - Indonesian

Languages – Excellent knowledge of English and Indonesian.

Remuneration - General Service Level 4 of the UN common remuneration system and/or commensurate with the qualifications and competency of the selected candidate.

  • 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 modern office procedures.
  • Thorough knowledge of clerical practices and procedures, and knowledge of administrative practices.
  • Knowledge of the subject matter and programme served.
  • Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
  • Knowledge of protocol.
  • Ability to reply in an appropriate manner to telephone and in-person inquiries.
  • Ability to work well with colleagues.
  • Ability to organize own work.
  • Ability to evaluate correspondence and inquiries for best course of action.
  • Ability to obtain services from other work units inside or outside the office for completion of tasks.
  • Ability to search and retrieve information from databases and compile reports.
  • Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
  • Ability to determine relevant background and reference materials for others, and to screen requests for urgency and priority.
  • Ability to deal confidential matters with discretion.
Personal attributes
  • Ability to organize own work
  • Ability to work on own initiative and as member of a team
  • Ability to work under pressure
  • Ability to work and communicate with people in a polite, gender-sensitive, courteous and cooperative manner and address colleagues, visitors and partners with tact and diplomacy
  • Must demonstrate a high standard of ethical conduct (honesty, integrity and loyalty to the Organization), and a high level of commitment to his/her job,
  • Must demonstrate responsible behaviour and attention to detail
  • Shares knowledge – Shares important or relevant knowledge and information formally or informally; promotes knowledge transfer.
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 and 3 references to:

Email :

Closing Date: 02 November 2016

Only qualified 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

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