Un Women: Office Management Assistant, Jakarta, Indonesia, Sc5

4 days ago

Jakarta, Indonesia United Nations Development Programme (UNDP) Full time

**I. Background**:
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

In Indonesia, UN Women works with government, civil society organizations (CSOs), academia, the media, the public and private sectors to address national priorities of gender equality and women’s empowerment. Placing the advancement of women’s rights at the center of our work and aligning with UN Sustainable Development Cooperation Framework (UNSDCF) 2021-2025UN Women Indonesia focuses on (1) Inclusive human development through ending violence and discrimination against women and build women’s leadership to build sustainable peace (2) Advance value-added and transformative economy by supporting women’s economic empowerment (3) Gender-responsive approach to building climate resilience and disaster risk reduction (4) Using innovation and data to leverage gender responsive governance.

Reporting to Operations Manager, the Office Management Assistant is responsible for providing a variety of executive administrative support to the Country Representative and UN Women Country Office with full confidentiality in all aspects of assignment, performing a variety of standard administrative processes ensuring high quality and accuracy of work, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Office Management Assistant to the Country Representative works in close collaboration with UN Women personnel, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

**II. Key Functions and Accountabilities**
- **Provide executive and external relations support to the UN Women Country Representative**:

- Manage the UN Women Country Representative’s calendar and schedule of appointments and meetings;
- Answer and screen calls for the Country Representative with tact and discretion;
- Maintain roster of Country Office contacts.
- Organize and attend meetings, prepare minutes and summaries;
- Assemble briefing materials and prepare PowerPoint presentations for the Country Representative for meetings, missions, and other key events.
- Facilitate the Country Representative’s interaction with various external partners through written, verbal, and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
- Meet and greet officials/visitors;
- Ensure protocol matters, receive high ranking visitors/officials, coordinate logístical arrangements related to visits.

**2. Provide effective communication and information management support to the Country Representative’s Office**:

- Facilitate flow of information and communication between the UN Women Country Representative’s Office and other units within or outside of UN Women;
- Review, prioritize, and route correspondence to and from the UN Women Country Representative Office; take proactive follow-up action and keep the Country Representative informed;
- Respond to and/or direct inquiries to appropriate units for timely action/response;
- Draft routine correspondence and interoffice circulars;
- Maintain and organize up to date files for easy access and retrieval. Ensure safekeeping of confidential materials.

**3. Provide administrative support to the UN Women Country office’s assets management**:

- Provide administrative support to the property management;
- Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
- Maintain records on assets management and prepare required reports;
- Maintain files and records relevant to office premises and related maintenance;
- Prepare Request for Quotations, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
- Maintain staffing lists and reports;
- Provide administrative support to collect document approvals for the Country Representative.

**4. Provide logístical support to the Office in accordance with UN Women rules, regulations, policies, and strategies**:

- Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
- Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
- Maintain filing system ensuring safekeeping of confidential materials;
**5. Contribute to knowledge building and knowledge sharing**:

- Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs;
- Build and share

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