Description of Responsibilities :
Under the general supervision of the Director and the
director supervision of the Administrative Officer and in close
cooperation with the Programme Specialists of the UNESCO Jakarta
Office, the incumbent shall assist in maintaining the Jakarta Offic’s
financial and HR system, and shall perform the following functions:
1. Act as alternative certifying officer for the Office,
Verity/process all payments requests emanating from different units in
the Office and from Dili Antenna and ensure that all transactions to
be posted in FABS (or FOX) have been reviewed and certified by the
o Ensure the back up of the finance assistant.
2. Ensure the up-to-date maintenance of the Office computerized
inventory for non-expandable equipment and prepare the end-of-the-year
statement to be sent to HQs in cooperation with the IT assistant.
o Maintain proper records for the replenishment of supplies.
o Design and keep up-to-date a database on local suppliers and hotels.
3. In charge of the UNESCO office premises. Liaise with the owner of
the UNESCO house, for renewal of lease agreement, as well as for
repairs to be undertaken, take necessary measures to maintain the
Office in good working conditions.
o Ensure that all contracts under ADM responsibility (lease agreement,
photocopier, maintenance of AC, generator, swimming pool, cleaning
service, guards) are renewed on a timely manner.
o Ensure that services given by the contracted companies are complying
with their respective contracts.
o Negotiate and maintain the insurance policies on UNESCO’s property.
4. Act as focal point for Security.
o Follow OMT Meeting during absences of the AO. Liaise with BFC in
order to get necessary funds to cover expenses relative to security,
raise the corresponding FRN and monitor their payments, as well as
o Advise UNESCO staff on security conditions in , such as
security briefing upon arrival, UNDSS assessment of private
houses/flats by UNDSS, needs of guards.
o Make sure that the Office generators in good working conditions at any time.
5. In close cooperation with Ministry of Foreign Affairs and the
appropriate Ministries arrange for International Staff and their
dependants, diplomatic and ID cards, residential and multiple exit
re-entry visa. Ensure the timely extension of UNLP. Liaise with the
appropriate national authorities for tax exemption relative to
International staff. Provide proactively staff with clear information,
and assist them regarding TAX exemption and refunds. Support
international staff giving them clear advice on different matters such
as clearances, imports, car purchasing.
o Back up the administrative assistant in charge of HRM during her absence.
6. Any additional activities that may be required to ensure the
success of the work team to which assigned.
o Undertake any other task as requested by the supervisor.
1. Knowledge of the UN systems, financial and administrative rules and practices
2. Good judgement, initiative, high sense of responsibility,
organization, analytical skills associated with prioritizing demands
and daily management of activities
3. Good interpersonal skills, ability to work well with people from
different cultural background and effectively with individuals at
various levels of government and authority.
4. Strong communication skills (spoken and written)
5. Good team spirit/team worker/builder
6. Ability to work with minimum supervision, with efficiency,
competence, integrity, as well as to work under pressure in order to
meet the deadlines, specially regarding the salaries payments
Educations: University Degree in Accounting, Finance or Business
Administration, or an equivalent Secondary School diploma in the same
fields combined with more than 5 (five) years experience in Accounting
Work Experience: A minimum of 6 years relevant work experience in
finance and , accounting, preferably in UNESCO or in an international
Computer literate (i.e. Microsoft Office – Word, Excel, Power Point,
Outlook, Access). Proficient in using
softwares (e.g. SAP/Citrix Based). Auditing background in large
multinational organization is preferred.
Languages: Must have fluency in spoken and written English and ability
to draft documents and express views in a clear and concise manner.
Working knowledge of French an asset.
Most recent Curriculum Vitae accompanied by an application letter
should be sent to:
Jl. Galuh (II) No. 5
Fax: (62-21) 7279 6489