International Labour Organization Job Vacancy: Administrative Secretary - Jakarta, Indonesian

Position Title: Administrative Secretary
Location: Jakarta
Deadline: 23 May 2017

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

The German Ministry for Development Cooperation (BMZ) and the ILO are engaging in a renewed partnership, building on the priorities of the German government for development cooperation and sustainable development and ILO’s Decent Work Agenda.

Across Asia, the garment sector has provided formal employment opportunities for tens of millions of workers, including a large number of young women. The sector provides employment to more than 60 million workers worldwide, with substantial differences in estimates. Garment production is, in short, strategic for several countries in the region.

Yet, significant concerns about working conditions and respect for labour standards in these industries threaten the potential benefits from the garment sector. A number of related issues grouped under the term “labour market governance” stand out as needing sustained and targeted attention. These include: building up credible labour inspection and improving broader labour administration in respect of compliance with national and international labour standards; developing and strengthening bipartite and tripartite mechanisms for minimum wage fixing, collective bargaining and dispute resolution; assuring an overall coherent and relevant legal and regulatory framework of the labour market which govern these matters.  In addition, intervention is needed with actors in the supply chain but outside of countries in the region.

This project will undertake work and interventions in Cambodia, Indonesia, and Pakistan, and entail global and regional components targeting the labour market governance issues described above bot at the enterprise and national level.

In a large and industrially diversified Indonesia, focused efforts of the project in the garment sector will be taken both in a broader context, and with a necessary factory level focus.  Thus, manifold minimum wages set by provincial governors with limited technical basis and significant political motivation can destabilize labour market governance.   Large disparities in minimum wages in the garment sector are the result, causing unjustified domestic wage-cost competition. At the same time, social partner reliance on regulated minimum wages undermines potential for collective bargaining over wages.  The project will promote knowledge-based collective bargaining with the hoped for result of more realistic wage cost variations, as well as strengthening the social partners by engaging them in bargaining on this all-important issue.   Better Work Indonesia will monitor compliance in and of itself, improve current processes designed to sustain compliance by rolling out a more factory-based approach, and provide access to appropriate factory level information in support the project's development of knowledge products that should help social dialogue at provincial, national and global levels on wage setting and industrial relations practices.

Within the policy and procedural requirements established by the ILO, the National Programme Officer (NPO) will be responsible for organizing and providing the technical supports of the Project.  This includes working closely with requests for support from ILO constituents and provision of support by him/herself, other ILO officials, and/or external expert advisers as appropriate. The incumbent will promote ILO policies and relevant international labour standards, including the fundamental principles and rights at work as part of the project related technical activities.

Collaborating partners at the country level include the Ministry of Manpower and Transmigration, employers' and workers organizations, and other government agencies, as appropriate, and other national and sectoral organizations of employers and workers and relevant research and other specialized institutions.

Supervision and Guidance
The Administrative Secretary will work under the supervision of the National Programme Officer (NPO) of the project, and under the technical supervision of the Finance and Administrative Officer of the ILO Office for Indonesia, in collaboration with the Programme and Administrative Assistant in ROAP. The incumbent will provide administrative support in the work of international experts and international and national consultants hired during the course of the project.

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 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:


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