Overview
The Operations Assistant will provide administrative support for all Operations related matters of UNICEF Jakarta and Field Offices and support the UNICEF Agency Security Focal Point (ASFP) for security related matters.
Key Responsibilities
- - Provides comprehensive operational and administrative support services to the Operations Section.
- - Delivers knowledgeable and high-quality services that directly contribute to achieving successful work objectives for the Operations Section.
- - Ensures availability of well-organized, effective Office operations, systems, reliable data, and procedures that foster optimal teamwork and efficiency in overall Office's functioning.
- - Provides operational assistance to the Deputy Representative (Operations).
- - Monitors operational dashboards and Key Performance Indicators (KPIs).
- - Administers VISION user profiles.
- - Collects, cleans, and generates operational data.
- - Maintains the UNICEF Indonesia warden list and updates the United Nations Department of Safety & Security (UNDSS) platform.
- - Provides direct operational assistance, including managing schedules, correspondence, meetings, travel arrangements.
- - Designs PPT presentations and contributes to section work planning and reporting.
- - Collects, cleans, and verifies operational data.
- - Supports Admin Unit to improve the Office filing systems.
- - Acts as a liaison between the Operations Section and the PSFR Section.
- - Oversees staff mobile phone subscriptions.
- - Utilizes advanced digital platforms (e.g., SAP, VISION, Power BI, Fiori).
- - Facilitates the preparation of Annual Management Plan (AMP) reports, regional documentation, briefing notes, and analytical presentations.
- - Drafts and refines non-substantive correspondence, meeting minutes, and abstracts.
- - Provides informal translation services as required.
- - Supports cross-functional teams to ensure seamless integration between Operations and Programme sections.
- - Coordinates appointments and high-level meetings for the supervisor and section.
- - Collaborates with section colleagues to achieve shared priorities and work objectives.
- - Assists in the preparation of the Operations budget and maintains budgetary control records.
- - Manages the section’s travel and leave plans.
- - Serves as an alternate MDM focal point and contributes to the development of AMP annexes.
- - Maintains and updates the UNICEF team site and SharePoint platforms.
- - Recommends improvements to administrative work processes.
Required Experience
- - Minimum of five (5) years of office support work experience, including organizing the whole range of office support and administrative activities / or in general administrative or office management work.
- - Ability to work with minimum supervision.
- - Ability to extract and format data and to solve operational problems.
- - Ability to organize own and others work, set priorities and meet deadlines.
- - Ability to organize meetings and events.
- - Ability to handle work quickly and accurately under time constraints.
- - Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts (Desirable).
- - A digitally savvy operations professional with strong analytical capability, sound data management knowledge, and the organizational maturity to support senior leadership while safeguarding compliance, efficiency, and system integrity (Desirable).
- - Good analytical, typing skills as well as computer literacy and the ability to effectively use standard office software tools, accounting and any database maintenance and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems (Desirable).
- - Good knowledge of Power BI, Tableau, MS Excel, SharePoint, and Microsoft 365 (Desirable).
- - Good knowledge on data analysis, formulation and management, records filing, and maintenance is required (Desirable).
- - Ability to handle confidential information with discretion (Desirable).
- - Flexibility to handle changes (e.g., shifting project priorities or adopting new technologies) (Desirable).
- - Anticipates needs and follows up systematically (Desirable).
- - Resilience under pressure (e.g., meeting tight deadlines or managing crises) (Desirable).
- - Knowledge & previous experience in the operation of System Application & Product (SAP) system (Desirable).
- - Experience and knowledge of UN / UNICEF operations (Desirable).
Qualifications
- - Completion of secondary education*.
- - Professional and/or university courses related to the field of work are highly desirable.
- (* For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience)
