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Administrative Assistant

OVERVIEW

Position Number: 4IDADM0719RP

Grade: G-5

Parent Sector: Sector For Administration and Management (ADM)

Duty Station: Jakarta

Job Family: Administration

Contract Type: Fixed Term

Duration of contract: 2 years, renewable

Recruitment open to: Internal and external candidates

Application deadline (Midnight Paris Time): 19/03/2026

 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

ONLY CANDIDATES WHO ARE ELIGIBLE TO WORK IN INDONESIA MAY APPLY TO THIS POSITION

ORGANIZATIONAL CONTEXT

Under the overall delegated authority of the Director of UNESCO Office in Jakarta and the direct supervision of the Finance and Administrative Officer or Senior Finance and Administrative Assistant, as applicable, the incumbent provides a series of administrative support services in compliance with UNESCO Rules and Regulations, practices, standards and procedures.

OVERVIEW OF THE FUNCTIONS OF THE POST

1.    General Accountabilities

  • Act as certifying officer up to an authorized level delegated by the Chief Financial Officer (CFO);
  • Draft and prepare routine correspondence, memoranda and non-substantive reports;
  • Maintain confidential and general files and establish reference systems;
  • Assist in the preparation of budgetary and financial reports, statistics or projections for managers' use;
  • Review draft reports, verify overall accuracy and consistency, cross-check consistency of figures;
  • May assist in overseeing activities related to office maintenance, security, transport and similar services;
  • Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.

2.    Financial Accountabilities

  • Assist and inform the supervisor on financial status, by using management information systems and reporting.
  • Code and reconcile accounting transactions;
  • Verify and process payments;
  • Maintain specific accounts, calculate and compile financial data, prepare routine reports;
  • Generate expenditure reports from the automated systems;
  • Provide assistance and guidance to staffs on basic financial procedures, requirements related to payments, and on banking and currency provisions;
  • Follow up on bank documents.

3.    Budgetary Accountabilities

  • Monitor and control commitments and expenditures;
  • Prepare detailed cost estimates and other data for use in budget analysis and proposals;
  • Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifies any errors or irregularities);
  • Generate expenditure reports from automated information system databases; compile budget data;
  • Assist in the preparation, cost estimation and finalization of budget reports, carry out preliminary analysis of variances between budgets and actual expenditures; cross check consistency of figures;
  • Review overall accuracy and consistency of draft reports; cross-check consistency of figures.
    Identify any other anomalies and errors; alert the supervisor and undertake transactions to correct errors/omissions.

Long Description

4.    HR Accountabilities

  • Assist in HR administrative matters;
  • Draft correspondence and other documents for personnel actions, follow up on coming HR actions, maintain database;
  • Retrieve and analyse HR-related data from automated systems; alert the supervisor of inconsistencies/ errors and propose corrective action;
  • Process salaries, entitlements, claims, non-staff contracts etc. as per to established guidelines and procedures;
  • Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures; assist and support in issues related to visas, identity cards, driving licenses and other necessary personnel-related documentation in accordance with requirements by the Organization and host country (liaise, as required, with the Ministry of Foreign Affairs);
  • Assist in pre-recruitment formalities and provide support on the conduct of the recruitment process; coordinate interview schedules, prepare agenda and documentation.

5.    Logistics 

  • Shipment: make arrangements, assist and advise on shipping; liaise with customs;
  • Procurement: assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers;
  • Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances;
  • Assist in all security related matters. May liaise and cooperate with UNDSS on matters related to safety and security.    

COMPETENCIES - Core (C) & Managerial (M)

  • Communication (C)
  • Accountability (C)
  • Innovation (C)
  • Knowledge sharing and continuous improvement (C)
  • Planning and organizing (C)
  • Professionalism (C)
  • Results focus (C)
  • Teamwork (C)

Short Description

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

EDUCATION

  • Completed secondary, technical or vocational education

WORK EXPERIENCE

  • Minimum five (5) years of relevant experience in the area of general administration, finance and budget, Human Resources and logistics.

Long Description

SKILLS AND COMPETENCIES

  • Excellent interpersonal and communication skills; strong service orientation and ability to deal efficiently with partners at different levels.
  • Ability to prepare reports and analyze, interpret financial data, and monitor budgets.
  • Excellent organization and coordination skills; ability to take initiatives, establish priorities and monitor own workplans.
  • Good knowledge of MS office (Word, Excel, Outlook, PowerPoint) and database packages.
  • Ability to work as part of a team and under tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules.

LANGUAGES

  • Excellent knowledge (spoken and written) of English language.

DESIRABLE QUALIFICATIONS

EDUCATION

  • Specialized training or courses in one or more of the following disciplines: Administration, Finance, Accounting and/or Human Resources or related fields.

WORK EXPERIENCE

  • Relevant experience in similar functions within the UN system or any international organization/institution.
  • Proficiency in word processing, financial spreadsheet applications and ERP systems.

Long Description

SKILLS AND COMPETENCIES

  • Knowledge of internal control systems and principles 

LANGUAGES

  • Knowledge of another official language of UNESCO (Chinese, French, Russian or Spanish). 

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc. 

The approximate annual starting salary for this post is 252 646 000 IDR

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

SELECTION AND HIRING PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information, by the above deadline.

To apply, please visit the UNESCO Careers website. No modifications can be made to the application once submitted. 

The process may include pre-recorded video interviews and/or written assessments, interviews with a Panel, as well as reference checks. In addition, candidates may be requested to provide additional information which may be pertinent to the position’s qualifications.  

Please note that all candidates, whether selected or not, will be informed of the outcome of their application in due course. 

Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement).

ADDITIONAL INFORMATION

  • UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity.
  • UNESCO applies to a zero-tolerance policy against all forms of harassment.
  • UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply.
  • lndividuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply.
  • All applications will be treated with the highest level of confidentiality.
  • Geographical mobility is required for staff members appointed to UNESCO’s international posts.
  • In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. UNESCO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/UNESCO. The list can be accessed through the link: https://www.whed.net
  • The statutory retirement age at UNESCO is 65 years.
  • UNESCO appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by the Organization, is required for International Professional positions.
  • UNESCO does not charge a fee at any stage of the recruitment process.

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