UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.
At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling.
UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package.
Visit our website to learn more about what we do at UNICEF.
For every child, the right to opportunity
Under the supervision of the Deputy Representative Operations, the Operations assistant will provide administrative support for all Operations related matters of UNICEF Jakarta and Field Offices and provide support to UNICEF Agency Security Focal Point (ASFP) for security related matters.
How can you make a difference?
The incumbent will be responsible for the following key end results:
1. Provides comprehensive operational and administrative support services to the Operations Section and contributes towards the smooth running of the operations function through effective processing of information and data in a timely manner.
2. Delivers knowledgeable and high-quality services that directly contribute to achieving successful work objectives for the Operations Section.
3. Ensures availability of well-organized, effective Office operations, systems, reliable data, and procedures that foster optimal teamwork and efficiency in overall Office's functioning.
1. Operational support services provided to the Operations Section in support of the smooth running of the operations function and effective processing of information and data
- Provide operational assistance to the Deputy Representative (Operations). This involves moving beyond traditional administration to leverage digital tools, data analytics, and innovative solutions that strengthen internal controls and position the Operations Section as a proactive business partner.
- Monitor operational dashboards and Key Performance Indicators (KPIs) to track performance. Facilitate follow-ups across the unit to ensure data accuracy, process improvements, and the timely achievement of deadlines.
- Administer VISION user profiles, including the preparation of delegation letters and the activation/deactivation of user IDs and Officer-in-Charge (OIC) delegations in APPROVA. Conduct monthly monitoring of Segregation of Duty (SOD) violations and implement supervised mitigation measures.
- Collect, clean, and generate operational data to support the Deputy Representative Operations to identify trends, risks, and opportunities and to support anticipatory decision-making and risk mitigation.
- Maintain the UNICEF Indonesia warden list and update the United Nations Department of Safety & Security (UNDSS) platform monthly. Coordinate UN ID card renewals, security briefings for new hires, and the maintenance of emergency contact records. Assist the ASFP with security training logistics and document retention.
- Provide direct operational assistance, including managing schedules, correspondence, meetings, travel arrangements, and monitoring performance dashboards/KPIs. This also involves designing PPT presentations and contributing to section work planning and reporting (weekly, monthly, yearly).
- Collect, clean, and verify operational data to identify trends, risks, and opportunities, and generating predictive reports to support decision-making in procurement planning, financial forecasting, and risk mitigation.
- Support Admin Unit to improve the Office filing systems (physical and digital) and the lifecycle of section’s records, including retention and destruction.
- Act as a liaison between the Operations Section and the PSFR Section, tracking progress and ensuring the delivery of required services.
- Oversee staff mobile phone subscriptions, including vendor liaison, payment processing, and account reconciliation. Manage the invoicing and recovery of costs for private usage and ensure final clearance prior to staff departure.
2. Knowledgeable Delivery of Quality Services
- Utilize advanced digital platforms (e.g., SAP, VISION, Power BI, Fiori) to automate manual processes, improve data accuracy, and streamline workflows.
- Facilitate the preparation of Annual Management Plan (AMP) reports, regional documentation, briefing notes, and analytical presentations for senior management. Maintain updated records for Office Committees, the Table of Authority, and the Risk Register.
- Draft and refine non-substantive correspondence, meeting minutes, and abstracts based on verbal instructions or research. Provide informal translation services as required to maintain the smooth flow of information.
- Support cross-functional teams to ensure seamless integration between Operations and Programme sections, specifically assisting in digital transformation and risk-compliance initiatives.
- Coordinate appointments and high-level meetings for the supervisor and section. Ensure all meeting outcomes are documented and disseminated to relevant stakeholders to maintain organizational alignment.
3. Effective Office Operations, Systems, and Procedures
- Collaborate with section colleagues to achieve shared priorities and work objectives, providing back-up support to ensure continuity of operations.
- Assist in the preparation of the Operations budget and maintain rigorous budgetary control records to ensure fiscal responsibility and transparency.
- Manage the section’s travel and leave plans. Provide expert guidance on travel entitlements in accordance with organizational policy and coordinate with travel focal points to secure optimal service and pricing.
- Play a critical role in maintaining system integrity by serving as an alternate MDM focal point and contributing to the development of AMP annexes. Support peer-review exercises and security compliance activities to ensure the office meets global standards.
- Maintain and update the UNICEF team site and SharePoint platforms, ensuring that all institutional documents are organized, accessible, and current.
- Proactively identify and recommend improvements to administrative work processes, focusing on enhancing teamwork and operational agility.
If you would like to know more about this position, please review the complete Job Description here: 
SJP GS5 Operations Assistant FINAL.docx
To qualify as an advocate for every child you will have…
Minimum requirements:
- Completion of secondary education*. Professional and/or university courses related to the field of work are highly desirable.
- 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.
- Fluency in Bahasa Indonesia and English.
(* For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience)
Desirables:
- Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts.
- 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.
- 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. Good knowledge of Power BI, Tableau, MS Excel, SharePoint, and Microsoft 365.
- Good knowledge on data analysis, formulation and management, records filing, and maintenance is required.
- Ability to handle confidential information with discretion.
- Flexibility to handle changes (e.g., shifting project priorities or adopting new technologies).
- Anticipates needs and follows up systematically.
- Resilience under pressure (e.g., meeting tight deadlines or managing crises)
- Knowledge & previous experience in the operation of System Application & Product (SAP) system
- Experience and knowledge of UN / UNICEF operations.
For every Child, you demonstrate...
UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values
The UNICEF competencies required for this post are…
(1) Builds and maintains partnerships
(2) Demonstrates self-awareness and ethical awareness
(3) Drive to achieve results for impact
(4) Innovates and embraces change
(5) Manages ambiguity and complexity
(6) Thinks and acts strategically
(7) Works collaboratively with others
Familiarize yourself with our competency framework and its different levels.
UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status.
UNICEF encourages applications from all qualified candidates, regardless of gender, nationality, religious or ethnic backgrounds, and from people with disabilities, including neurodivergence. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF provides reasonable accommodation throughout the recruitment process. If you require any accommodation, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF. Should you be shortlisted, please get in touch with the recruiter directly to share further details, enabling us to make the necessary arrangements in advance.
UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.
Remarks:
As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.
UNICEF is committed to fostering an inclusive, representative, and welcoming workforce.
Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.
UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.
Humanitarian action is a cross-cutting priority within UNICEF’s Strategic Plan. UNICEF is committed to stay and deliver in humanitarian contexts. Therefore, all staff, at all levels across all functional areas, can be called upon to be deployed to support humanitarian response, contributing to both strengthening resilience of communities and capacity of national authorities.
All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.
Additional information about working for UNICEF can be found here.