Human Resources Development Unit International Labour Office Jakarta

Vacancy No:	JAKARTA/ 2011/025	Date:	4 October 2012
Position title:	Administrative/HR Assistant	Deadline for application:	19 October 2012
Grade:	GS 6	Organization:	ILO Jakarta
Contract type :	Fixed-Term	Duty Station:	Jakarta
Duration:	12 months (with possibility of extension subject to good performance)	Expected starting: date:	1 November 2012

For any questions related to this post, please contact: – Ms. Mega Tan, ILO CO Jakarta - mega@ilo.org

A. Background

The International Labour Organization is the specialized United Nations Agency working in the field of social and employment matters. The Jakarta office of the ILO is carrying out a diverse programme of activities and projects for Indonesia and Timor Leste related to issues such as employment, labour rights and standards, social protection and skills development. The main counterparts are the ILO constituents, the Ministry of Manpower and Transmigration, the labour unions and the employers’ organization. In addition the ILO works with a range of other partners in government and civil society.

All aspects of the decentralised finance, personnel and administrative matters of the Jakarta Office is managed by a team of finance and administrative staff consist of one officer, one finance assistant and one administrative/HR assistant.

B. The Position

The Administrative/HR Assistant reports to the Director of the ILO Jakarta Office and works under the supervision of the Finance/Administrative Officer handling personnel, administrative operational and financial aspects of the office operation.

Duties:

Administration

1. Responsible for liaison duties (i.e. visa, stay-in permits, etc.) with concerned ministries for required clearances to international staff, experts, consultants of the Office.

2. Support local procurement processes and ensure maintenance and safekeeping of equipment/furniture, vehicles and supplies for the Office and its projects as well as the maintenance and security of office premises.

3. Responsible for placement/monitoring of ILO fellowship/study tours.

4. Assist programme officers and project staff in the organisation of training courses, seminars and courses, providing the following services:

- Budget calculations and cost estimates for all types of activities

- Hotel and venue bookings, including negotiating prices

- Logistical services for the events,

- Arrange for interpreters and interpretation equipment

- Act as finance assistant to settle payments and submit financial reports on all activities

5. Handle staff security issues and administration, including tracking UN basic security field test, issuance of ID/Security cards for new staff members and for ID card renewals, arranging security clearances when required etc.

Human Resources:

1. Assist in the recruitment/selection process of new staff, responsible for circulating announcement of vacancies, posting advertisement at newspaper, compiling all applications, conducting initial shortlisting, administering written test and interview for selected candidates).

2. Process contractual management on appointments, contract extensions, transfers, secondments and separations of staff members through the Integrated Resource Information System (IRIS) in a timely manner. Make adjustments in the relevant fields in IRIS system.

3. Prepare other types of contracts such as Service Agreement, External Collaboration Contracts and etc.

4. Verify and update HR related information, such as staff leave record, staff lists, and responsible for the maintenance of office personnel files and records.

5. Provide information to staff on HR procedures, benefits and entitlements.

6. Act as primary contact point in answering a variety of HR related issues.

7. Search and select information and records in specified format or on the basis of general instructions.

8. Responsible for maintaining database of roster of international/national consultants.

Share relevant knowledge with and encourage knowledge sharing between colleagues

9. Participate in local salary surveys including survey preparations and data collection and review.

10. Perform other related duties as required

Education – Graduate from academy in Administration, Human resources and finance

Experience – Six years of general administrative/Personnel /some finance and IT experience, including record keeping and processing of information.

Languages – Excellent knowledge of English and Indonesian

Competencies:

Knowledge and understanding of a complex body of administrative guidelines and procedures as well as the full range of administrative activities within support areas such as personnel, finance and procurement.

Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.

Thorough knowledge and understanding of a wide range of personnel regulations, policies and procedures.

Knowledge of protocol. Good knowledge of the work of the office, and the work carried out in other work units.

Ability to obtain services from other work units inside or outside the office for completion of tasks.

Proven ability to apply and explain the staff rules and regulations.

Ability to deal with confidential matters with discretion.

Excellent communication and interpersonal skills.

Client orientation and ability to deal with complex and sensitive situations.

Ability to search and retrieve information from databases and compile reports.

Ability to work Microsoft Office programmes (Word, Excel, PowerPoint, E-mail) required for the work unit.

Personal attributes

Ability to organize own work and has excellent time management skills

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

Selection Process:

Prospective candidates will be required to sit 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 CV, 3 references

and other supporting documents to:

The ILO promotes opportunities for women and men to obtain decent and productive employment in conditions of freedom, equity, security and human dignity

Reviewed by RHRD, RO-Bangkok

3 October 2012

GS-6 RB Administrative-HR Assistant.doc

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