Under the overall authority of the Director UNESCO Jakarta Office and the direct supervision of the Administrative & Finance Officer (AO), the Administrative Assistant shall perform a full range of duties in collaboration with colleagues to ensure a structured/coordinated approach in operational service delivery. Specifically, the Administrative Assistant. shall undertake the following tasks and responsibilities:
Administrative:
Support development of procurement requisitions for low value purchases (administrative supplies/ consumables, etc.) and establishment of service contracts for pest control, cleaning services, etc.
Establish accurate administrative supplies/consumables monitoring/tracking. Ensures re-order levels are triggered at 75% prior to outages.
Monitors official transportation requests logged in Teams; In liaison with AAs book/allocate vehicles/drivers ensuring efficient vehicle utilization. Maintain valid vehicle insurance covers.
Coordinates office moves and sets up moving schedules. Reviews existing/proposed workstation assignment(s) to determine appropriate/efficient space allocation. Liaise with supervisor on effective space allocation/seating. Assists staff with office moves as necessary. Maintains current floor plans & staff seating charts.
Supports ADMIN unit archiving (hard copies) and safeguards physical records; monitors retention period/disposal per established rules & procedures.
Keeps supervisor abreast of potential problem areas, identifies solutions, and recommend follow-up actions. Suggests methods to improve service levels and reduce costs.
Supports review of unit(s) payment authorization requests prior to submittal to Finance for settlement.
Assists in preparation of routine correspondence, reports & evaluations. Responds to inquiries promptly and ensures follow up on outstanding matters.
Property/equipment Management:
Ensures facilities are well maintained proposing upgrades/purchases necessary to support safety and operational efficiency. Custodian of equipment operational manuals & property insurance covers.
Monitor implementation of cleaning services ensuring high standards of cleanliness are maintained and high touch areas sanitized frequently per COVID protocols.
Assess premises, fixtures, furniture, and other property to determine repairs and/or replacements necessary. Undertake daily/weekly/monthly checks for critical equipment e.g., standby generators, etc.
Plans, schedules, coordinates and oversees regular monthly/annual preventive maintenance service requisitions for property, equipment and other installations. Establish blanket contracts to respond promptly to ad hoc equipment & property repairs.
Act as focal point for external contractors. Ensure contractors are informed of applicable security/health protocols (e.g., COVID) prior to commencement of works. Notify Security of scheduled contractor visits.
Oversee contractors works performance, tests/commissioning. Notify supervisor of any issues/non-performance, and/or damage to UNESCO premises/fixtures by Contractors. Follow up with Contractors for remedial action as necessary.
Ensure Contractors clean-up/dispose of rubble upon completion of works and prior to submission of final invoices. Reviews contractor invoices for billing accuracy prior to submittal to Finance for settlement.
Implement “GO GREEN” principles (reduce, recycle, and reuse) to the extent possible. Track & support reporting of Office Co2 emissions.
Inventory Management:
Informs security and building management teams of expected deliveries. Conducts pre-acceptance delivery inspection. Records deliveries, barcodes and ensures safe storage of ADMIN supplies/merchandising goods.
Conducts periodic/annual inventory reconciliation. Report any discrepancies between physical/electronic records to supervisor. Support annual inventory exercise.
Ensure Assets are logged in/out of inventory records when checked in/out of the premises. Supports preparation of Asset Issuance, Asset Return and Asset disposal forms.
Identifies obsolete and aging assets/furniture/fixtures; submit proposals for replacement and/or disposal.
Event Management Support:
Provide backstopping of basic IT troubleshooting. Cross train with backup buddies on critical tasks to support effective business continuity during absences.
Support event management for onsite meetings, training, conferences, etc. (e.g., event room booking/set up, Conference Equipment/visual aids setup/operation, etc.)
Required Qualifications
Education:
Minimum Secondary/High School certificate
Work Experience:
Minimum 05 years (Secondary school); 04 years (Bachelor’s) work experience in Administration or related field.
Experience working with diverse teams in a fast-paced environment.
Ability to draft/develop basic correspondence/documents.
Ability to work in a multicultural environment.
Skills:
Interpersonal skills:- tact and diplomacy.
Proactive problem resolution.
Good planning and organizational skills with great attention to detail;
Ability to multi-tasking and prioritize tasks without micro-management.
