Project Admin Clerk - Surabaya (50% part-time work) – (MAMPU)

Human Resources Development Unit

International Labour Office Jakarta

Vacancy No:

Jakarta/ 2013/ 003


05 February 2013

Position title:

Project Admin Clerk

(50% part-time work)

Deadline for application:

19 February 2013

Project title:

MAMPU – Access to Employment and Decent Work

Organization unit:

ILO Jakarta



Duty Station: 


Contract type:

Fixed term (part-time 50% time)



12 months

Expected starting date:

March 2013

For any questions related to this post, please contact: : – Ms. Miranda Fajerman, Chief Technical Adviser, ILO CO Jakarta -

1. Background

The International Labour Organization (ILO) is the only tripartite U.N. agency with government, employer, and worker representatives. This tripartite structure makes the ILO a unique forum in which the governments and the social partners of the economy can freely and openly debate and elaborate labour standards and policies. 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.

The MAMPU Access to Employment and Decent Work project is designed to promote economic and social empowerment of women through strategies that strengthen women’s access to and equitable involvement in formal employment in Indonesia. The Project will work with various institutions and organisations in Indonesia to strengthen the capacity of key stakeholders to promote the Project’s objectives – to strengthen poor, vulnerable and marginalised women’s access to employment and equality in employment.

Economic and social empowerment of women workers will be pursued through the following strategic interventions –

- Strengthening the organisational capacity and representation of targeted vulnerable women workers;

- Supporting women to transition from informal to formal employment;

- Strengthening the ability of partner civil society organisations to provide services and facilities to women to reduce barriers to decent work in the formal sector;

- Supporting employer incentives to empower women and implement better working conditions and innovative employment responses; and

- Influencing and strengthening national and local policies, programs and laws to promote women’s economic empowerment and equality.

The main areas of intervention of the project will take place through a series of pilot projects. Pilot projects will include –

1. Supporting home based workers to formalize and access better working conditions and livelihoods;

2. Strengthening the ability of trade unions and women’s organizations to organize and better represent women’s rights and interests at work;

3. Technical assistance to employers to support decent work for women and substantive equality in terms of labour market outcomes; and

4. Supporting women’s cooperatives and groups to provide accessible childcare services and other facilities to enable poor women to access or return to employment.

These pilot programmes have a strong focus on institution building of local project partners to strengthen the visibility, representation and social and economic empowerment of women workers in Indonesia. In addition to these pilot programs, the project will support policy reform and provide programme support at the national and local levels to promote a more conducive environment for women to access formal employment. Awareness raising and advocacy on principles of equality and non-discrimination in employment will also be promoted.

2. The Position

To support implementation of the MAMPU Project, the ILO Office for Indonesia and Timor-Leste is hiring a Project Assistant. The incumbent will be based in the ILO Surabaya Office, and will report to the National Project Officer in Surabaya and the National Administration/Finance Officer in Jakarta. Under the direct supervision of these Officers, the Project Assistant will be responsible for providing administrative support to the MAMPU Project in East Java.

Duties and Responsibilities

The Project Assistant is expected to provide a range of support services to facilitate the implementation of the project’s activities. Her/his specific tasks and duties are as follows:

1. Draft responses to routine correspondence.

2. Screen phone calls and visitors. Respond to non-technical information and inquiries.

3. Provide general secretarial, administrative and logistics support to meetings, missions, workshops and conferences.

4. Register, classify and route incoming correspondence, documents, reports, papers and other material.

5. Assist in collecting data and other information on development and/or subject matter activities of the area and maintain relevant programme and technical cooperation information systems and databases,

6. Support the National Admin/Finance Assistant in procurement and preparing purchase orders, travel documents , contracts and visa applications

7. Make appointments and maintain calendar/schedules of the supervisor and the work unit and monitor changes.

8. Assist in arranging travel schedules for official missions related to the MAMPU Project in North Sumatra including logistical arrangements and preparation of the travel authorization as well as support the National Admin/Finance Officer in the settlement of claims.

9. May be required to prepare cost estimates and routine simple statements/financial data. Assist in processing claims for payments.

10. Participate in the organization and preparation of staff meetings and other meetings.

11. Keep record of project files, documents and other electronic filing systems.

12. Perform other duties as may be assigned by the National Project Officer in Medan and the National Admin/Finance Officer.

3. Experience and qualifications

Experience: At least two years of experience in secretarial, administrative and finance-related work. Previous work experience in the ILO or with an international organization will be considered an advantage.

Education: Completion of tertiary school education, supplemented by a secretarial diploma is the minimum requirement.

Key skills:

1. Knowledge of the secretarial and administrative procedure and practices.

2. Knowledge of general office procedures and work related methods.

3. Ability to use computer for Microsoft Office (Word, Excel, PowerPoint, E-mail) required for work.

4. Ability to respond appropriately.

5. Ability to plan and organize own work

6. Ability to work under pressure

Nationality: Indonesian

Languages: Must be fluent in both spoken and written English and Bahasa Indonesia.

Remuneration General Service Level 3 of the UN common remuneration system and/or commensurate with the qualifications and competency of the selected candidate.

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:


Email :

Reviewed by RHRD

25 January 2013GS-3 Project Admin Clerk_Surabaya_2013