Administrative Assistant

Answers incoming calls and transfer calls; receive messages, provide general information with due regard to confidential information.

Reviews, records, distributes and processes incoming mail (electronic/hard copy); follows up on impending actions; routes information and queries for response as appropriate.

 Maintains and updates the ADMIN unit electronic and paper records/files (e.g. information databases, mailing lists, telephone directory, etc);

 Prepares a variety of administrative documentation using examples or templates provided by the supervisor; Uses word processing to produce a wide variety of basic documents and reports ensuring accuracy and adherence to established format/standards.

Supports standard and non-standard administrative and office support activities.

Assists in preparing contracts; payment requests; supports team in arranging travel, etc. Initiates routine/basic administrative procedures and ensure follow-up.

Supports unit in recording and administrative processing of protocol related documents in line with the Organization’s rules and procedures;

Assists in administration of DHL, telephone, pouch registration/shipments, and other related admin accounts.

Assists in managing meeting rooms and vehicle bookings administration/management.

 Respond to enquiries and follow up on routine outstanding matters.

Additional tasks may be assigned, provided they are consistent with the function as set out above.

Education:

• Completed secondary, technical and/or vocational education.

Work Experience:

• A minimum three (3) years of relevant work experience in administrative and/or related tasks.
• Experience in handling incoming calls, data entry, record management, drafting basic correspondence, processing invoices, or other operational support functions.

Skills:

• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds and high-level counterparts.
• Excellent organizational and planning skills.
• Capacity for accuracy and attention to detail in preparation of correspondence and documents. – Good interpersonal skills, discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
• Ability to work under pressure and flexibility to adjust work schedules and priorities.
• Ability to work effectively in a multicultural team environment.
• Strong sense of accountability and teamwork
• Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.).

Languages:

• Fluency in written and spoken English

Source: https://careers.unesco.org/job/Jakarta-ADMINISTRATIVE-ASSISTANT-(SC-4)/809906802/