Office Assistant

The UN Secretary-General’s Special Envoy on Water is tasked with catalyzing global action and partnerships to advance the water agenda, including follow-up to the outcomes of the UN 2023 Water Conference. 

The Special Envoy will draw on these outcomes in the lead up to various global water processes, particularly the 2026 UN Water Conference. The role also supports efforts to ensure a water-secure future for all by advocating for stronger political, economic, and social-cultural cooperation at all levels. The role also seeks to enhance coherence among international water-related processes and foster collaboration to accelerate progress towards global water goals, in particular Sustainable Development Goal 6.

The Special Envoy serves as a champion and high-level advocate on water and sanitation, raising water issues high on the political agenda within and outside the UN, convening stakeholders across the spectrum, amplifying the work of the UN system, and mobilizing action and financial resources to address the global water crisis. 

Representing the UN Secretary-General in global water processes, the Special Envoy will work with UN-Water and its members in support of the implementation of the UN System-wide Strategy for Water and Sanitation at all levels, in line with the SDG 6 Global Accelerator Framework.



Purpose and Scope of Assignment 

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. 

Under the direct supervision of the Communications Manager, the office assistant is responsible for the following duties:

• 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.

Monitoring and Progress Controls 

• Maintaining accurate and updated records of all travel arrangements, correspondence, meeting records and any other relevant information.

• Ensuring compliance with applicable organization policies and associated revisions thereof in relation to process compliance. 

• Establish proper tracking and monitoring of assigned tasks enabling adequate follow up as needed.

• Ensure that documents and supporting files are accurate, complete and properly filed for audit purposes. 

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.

• Experience in multimedia editing process: graphic design and/or desktop publishing utilising Adobe Photoshop, Adobe InDesign, and/or comparable computer software, is desirable.

• Experience in digital photography/video is desirable.

Language 

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

• This is a local post and only open to nationals of Indonesia.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete)  in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.