The position is located in Indonesia. The incumbent will work as part of the Special Envoy’s global team. They will report to the Communications Manager inside the Technical Advisory Unit (TAU) of UN-Water.
Responsibilities:
Screen incoming mail and share with the Communications Manager and the Special Envoy ; keep track of pending matters, follow up with other offices on deadlines.
Screen phone calls and visitors. Support response to information requests and inquiries as necessary and refer queries to appropriate personnel for handling.
Draft routine and non routine correspondence, according to standard practices and UN guidelines, for further review by the supervisor.
Assist in the preparation and collection of papers and presentations; undertake basic computer-based searches, collate background information for folders and/or any branding material for distribution.
Assist Special Envoy through administrative tasks such as arrangements for meetings and other events, reservations, budget follow-up,. Prepare requests/documents, e.g. requisitions, purchase orders, travel requests/authorizations, expenditure authorizations, visa applications, etc.
Maintain an up-to-date filing system (both paper and electronic) and databases related to work.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of reports, information and reference material to the Special Envoy.
Provide basic support with social media tasks (in English and Bahasa Indonesia) such as gathering content, drafting posts, and assisting with translations as instructed.
Support monitoring social media post performance and share basic results with supervisor for further analysis as needed and support informing the supervisor on the Special Envoy’s social media related activities by sharing updates.
Ensure timely publication of content and supporting audience engagement through data tracking and basic reporting, while providing necessary support to manage and update the Special Envoy’s social media platforms.
Support to organization of internal meetings, conferences, workshops, retreats; preparation of agenda and logistics arrangements, including circulation of the documentation to be reviewed, minutes and follow ups.
Education:
Completed higher secondary education (high school diploma or equivalent), is required.
Formal administrative/secretarial/clerical training or equivalent, is desirable.
Work Experience:
A minimum of three (3) years of working experience in providing programme /administrative support, or related field, is required.
Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is desired.
Experience working with social media platforms is desirable.
