UNHCR Job Vacancy: Administrative Assistant - Jakarta, Indonesian

Title: Administrative Assistant
Category & Level: GL-4
Position No: 10023691
Duty Station: Jakarta, Indonesia

Entry on Duty: 01 June 2016

Duration: 3 months with likelihood of extension subject to Satisfactory Performance Report and Medical Fitness Report

Annual Salary: Starting from IDR 116,147,000 (including Medical Allowance)

Closing Date: 15 May 2016
Duties and ResponsibilitiesUnder the direct supervision of Senior Admin/Finance Associate and overall supervision of Admin Officer, the incumbent will perform the following duties:
  • Maintain hard and electronic office files and records; classify and code material relating to a variety of topics. 
  • Search and retrieve office files, and reproduce documentation and background material for reference and action by the supervisor, as and when required. 
  • Receive, register, route correspondence and office pouch. 
  • Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology. 
  • Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. 
  • Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately.
  • Assist the supervisor to monitor and record expenditure/disbursement of funds.
  • Following instructions from the supervisor, make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division.
  • May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable;
  • Monitor office facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all times.
Qualifications/RequirementsEducation: Minimum completion of secondary education but preferably a University Degree in Business Administration, Finance, Office Management, Human Resources, or other related field.

Experience: Three (3) years’ experience in relevant work area. Experience working in a multi-cultural environment or international context an added asset.

Nationality: Citizen of Indonesia; Non-citizen with Indonesian Permanent Residency.

Languages: Excellent knowledge of English and Bahasa Indonesia (written and spoken) essential.

Desirable Skills:  Computer; familiarly with of UNHCR’s work; Good knowledge of Admin/Finance/HR rules and procedures; Strong interpersonal skills; Ability to work effectively in a team; Knowledge and experience in using excel and Peoplesoft.

Working RelationshipsWith UNHCR Staff With External Parties: contacts with travel agents and suppliers and other related businesses.

Supervision exercised and guidance given On-the-job training

Candidates who wish to be considered for this vacancy should send their CV, motivation letter and signed Personal History/P.11 form (available at HERE), to UNHCR Indonesia at:

Menara Ravindo Lt. 14
Jl. Kebon Sirih Kav. 75
Jakarta 10340
Or via e-mail to [email protected]

IMPORTANT: Candidates must indicate the post title and vacancy number on the envelope or subject of e-mail

Deadline for Application: 15 May 2016

Applications from all genders and persons with disabilities are encouraged.

Late applications will not be considered.

Only those short-listed for interviews will be notified.