Internal/External Adv: Operations Assistant, GS-5, Jakarta, Indonesia, Temporary Appointment (post# 127280) – for Indonesians only

UNICEF works in a number of the world’s hardest locations, to achieve the world’s most deprived kids. To avoid wasting their lives. To defend their rights. To assist them fulfill their potential.

Throughout 190 international locations and territories, we work for each youngster, in all places, on daily basis, to construct a greater world for everybody.

And we by no means hand over.

For each youngster, Assist

UNICEF Jakarta is on the lookout for GS5 Operations Assistant based mostly in Jakarta beneath Non permanent Appointment contract. This place reviews to the Deputy Consultant Operations with accountability for coordination of all work for the varied models of the operations, supplies administrative assist for all Operations associated issues of UNICEF Jakarta and Discipline Places of work and supply assist to UNICEF Company Safety Focal Level (ASFP) for safety associated issues. The length can be for 364 days (1 12 months) beneath Non permanent Appointment contract. 

How will you make a distinction?

1. Present Operational and administrative assist providers to the Operations Part and contribute in the direction of the sleek operating of the Operations operate by an efficient processing of knowledge and information in a well timed method.

• Assists the Deputy Consultant – Operations and the general operations part within the administration of the operations by enterprise of semi- skilled operational and administrative associated duties, and contribute to the sleek communication, enhanced workflow of knowledge by sustaining of information and paperwork (submitting and retrieving of paperwork associated to operations e.g., outgoing correspondences and memos).
• Helps the Deputy Consultant – Operations with the next 5 pillars, the core focus of all operations capabilities: Valuing Individuals, Valuing Cash, Valuing Threat Administration, Valuing Techniques and Constructions, Valuing Companions.
• As acceptable, helps the Deputy Consultant – Operations with comply with ups in any respect ranges inside the unit – workplace on areas associated to efficiency enhancements / information updates and work processes to make sure that deadlines are met.
• Helps the Deputy Consultant – Operations on monitoring Operations dashboards and Key efficiency indicators in addition to enhancing the interior management system for the workplace
• Prepares delegation letter on behalf of Deputy Consultant – Operations for brand spanking new VISION person; course of activation and deactivation of person IDs in APPROVA. Processes request of Officer-in-Cost (OIC) delegation in APPROVA.
• Screens Segregation of Responsibility (SOD) violations in administration dashboard on month-to-month foundation and conduct needed mitigation beneath shut supervision of Deputy Consultant – Operations.
• Act as liaison particular person between the Operations Part and the PSFR Part on totally different operational issues, displays the progress and follows up on the achievement of required providers with Operations Part.
• Improves the group of the Operations Part submitting system, together with retention and destruction of previous recordsdata paperwork.
• Maintains an up to date UNICEF Indonesia warden checklist to mirror the newest information of employees names and their contact particulars.
• Replace United Nations Division of Security & Safety (UNDSS) platform month-to-month to mirror UNICEF’s newest personnel checklist.
• Liaise with UNDSS on UN ID card renewals for workers members.
• Liaise with UNDSS to rearrange safety briefing for newly recruited employees members and submissions of UN ID card functions.
• Liaise with any new UNICEF personnel to supply particulars of emergency contact info and replace the designated space warden inside 5 working days of onboarding.
• Coordinate with UNICEF wardens to make sure they’re up to date on their group’s membership.
• Help UNICEF ASFP in preparations of safety associated trainings for workers. Help UNICEF ASFP in sustaining and report protecting of safety associated paperwork and recordsdata.
• Compiles, updates part yearly work plan together with updating, sustaining and following up on part weekly priorities. Prepares weekly reviews on exercise completion for evaluate by the Deputy Consultant – Operations.
• Manages the cell phone subscription of employees members issued with an workplace machine together with liaison with the service supplier for extra and or termination of numbers, making funds to the distributors and different points that will come up.
• Report, distribute, and reconcile personal and official cell phone calls of employees members. For personal calls, create invoices and comply with up on refund from employees. Present clearance of excellent payments previous to employees’s departure.

2. Educated supply of high quality providers contributing to achievement of labor goals for the operations part.

• Prepares routine correspondence for the supervisor’s evaluate – signature, and make casual translations as required. In enterprise this exercise, the incumbent might draft non-substantive correspondence based mostly on first-hand data of labor schedule or occasions, tough notes, or verbal directions.
• Follows up on the preparation of Operations Unit reviews, correspondence, briefing notes and different paperwork which might be associated to the Annual Administration Plan (AMP) or regional documentation (Replace Workplace Committees, Desk of Authority, Enter information for the Threat Register).
• Selects and makes related abstracts and undertake looking for info as directed.
• Screens and arranges appointments, and conferences each inside and out of doors the workplace for the part /supervisor.
• Prepares minutes of Operations Part conferences and shares with all employees in operations.

 

3. Availability of nicely managed and efficient workplace operations, programs, dependable information and procedures that facilitates teamwork and the work of the workplace.

• Works with part colleagues and supplies assist in achievement of labor priorities and goals.
• Screens Part Go away Plan / Journey Plan of the Operations Part and makes journey monitoring Experiences of the comply with up actions.
• Supplies journey help to employees in part for journey preparations and entitlements based mostly on the group’s guidelines and insurance policies. Liaises with related journey focal factors to make sure that the group obtains one of the best service and value for all journey.
• Help within the preparation of Operations budgets and keep budgetary management information.
• Preserve and updates paperwork in UNICEF crew web site.

Please confer with Time period of Reference hooked up for element breakdowns of the above key capabilities.

To qualify as an advocate for each youngster you’ll have…

– Completion of Secondary Schooling (Excessive Faculty)*/School Schooling with Possession of Diploma in Enterprise Administration / Finance / Administration.
– 5 years of workplace assist work expertise, together with organizing the entire vary of workplace assist and administrative actions / or normally administrative or workplace administration work.
– Capability to work with minimal supervision.
– Capability to extract and format information and to resolve operational issues.
– Capability to prepare personal and others work, set priorities and meet deadlines.
– Capability to prepare conferences and occasions.
– Capability to deal with work shortly and precisely beneath time constraints.
– Expertise and data of the UN / UNICEF operations is an asset.
– Information & earlier expertise within the operation of System Software & Product (SAP) system is an asset.
– Fluency in Bahasa Indonesia.

(* For this place, a bachelor’s diploma from a acknowledged tutorial establishment in a related subject might substitute three years of associated work expertise. A grasp’s diploma might substitute extra two years.

 TOR TA GS5 Ops Assistant for TMS.pdf

For each Baby, you exhibit…

UNICEF’s Core Values of Care, Respect, Integrity, Belief and Accountability and Sustainability (CRITAS) underpin all the pieces we do and the way we do it. Get acquainted with Our Values Constitution: UNICEF Values

UNICEF competencies required for this put up are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and moral consciousness (3) Drive to realize outcomes for influence (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

Throughout the recruitment course of, we check candidates following the competency framework. Familiarize your self with our competency framework and its totally different ranges: competency framework here.

UNICEF is right here to serve the world’s most deprived kids and our world workforce should mirror the range of these kids. The UNICEF family is committed to include everyone, regardless of their race/ethnicity, age, incapacity, gender id, sexual orientation, faith, nationality, socio-economic background, or some other private attribute.
We provide a wide range of benefits to our staff, together with paid parental depart, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the usage of versatile working preparations.
UNICEF has a zero-tolerance coverage on conduct that’s incompatible with the goals and goals of the United Nations and UNICEF, together with sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is dedicated to advertise the safety and safeguarding of all kids. 

Remarks:

UNICEF appointments are topic to medical clearance.  Appointments are additionally topic to inoculation (vaccination) necessities, together with in opposition to SARS-CoV-2 (Covid). Must you be chosen for a place with UNICEF, you both should be inoculated as required or obtain a medical exemption from the related division of the UN. In any other case, the choice can be cancelled.

All chosen candidates will endure rigorous reference and background checks and can be anticipated to stick to those requirements and ideas. Background checks will embrace the verification of educational credential(s) and employment historical past. Chosen candidates could also be required to supply extra info to conduct a background verify.

Authorities staff which might be thought of for employment with UNICEF are usually required to resign from their authorities earlier than taking over an task with UNICEF. UNICEF reserves the best to withdraw a suggestion of appointment, with out compensation, if a visa or medical clearance will not be obtained, or needed inoculation necessities will not be met, inside an inexpensive interval for any purpose.

Solely shortlisted candidates can be contacted and advance to the following stage of the choice course of. This emptiness is open for Indonesians solely.