NATIONAL ADMINISTRATIVE SUPPORT (FAO-HPAI/NAS/ 31/ 03-81)
All applications should be addressed to:
Operations Support Unit Office of the FAO Representative in Indonesia,
11th floor Menara Thamrin Building
Jalan M.H. Thamrin Kav.3 Jakarta 10250
Location : Jakarta, INDONESIA
Application Deadline :20-Apr-10
Type of Contract :Other
Languages Required :English
Expected Duration of Assignment :3 months with possibility of extension
I. Organizational Context
Food and Agriculture Organization (FAO) is a United Nation agency which provides technical assistance in Indonesia. One of our projects since 2006 provides support for the control of Avian Influenza, in cooperation with national and regional Indonesian government livestock authorities. Project activities are conducted in various locations nationwide.
Under the overall supervision of the FAO Representative, receives guidance from Senior Administrative/ Finance and Operations Coordinator, direct supervision of the TCDC Expert/Administrati ve Support, and in close coordination with HPAI Control Programme international and national staff, performs a full range of administrative and clerical duties for the Programme and helps coordinate field activities of the project.
Duties and Responsibilities
II. Functions / Key Results Expected
Summary of key functions:
Provides needed administrative and operational supports to FAO Representation’s office in Indonesia, Administrative/ Finance and Operations Officers for the implementation of HPAI
Control Programme’s field activities; Performs full administrative and daily operational tasks in the absence of the internationally hired TCDC Expert – Administrative Support;
Coordinates the placing of vacancy announcements with FAO Representative and UNDP administrative/ personnel staff;
Provide supports in monitoring residential and visa permits of internationally hired Programme
staff in coordination with FAO Representative’s staff; Assists in gathering applicants’ resume or curriculum vitae and short-listing them if required; Assists in the preparation of project staff recruitment most especially in arranging interview schedules in coordination with the interview panel’s availability and short-listed applicants;
Assists in the preparation of project staff extension’s necessary requirements; and in monitoring
project staff NTE; Supervises project hired and rental vehicle drivers; arranges schedules of project’s daily transport needs in coordination with international and national programme staff;
Assists in monitoring and updating Programme’s personnel contracts.
Provides assistance in following up and preparation of necessary documents needed for recruitment processes.
Provides support in the travel arrangements of project international and national staff; and assists in the preparation of travel authorization forms for submission to OFAOR for approval of ticket issuance in the absence of the other Administrative
Supports; Acts as an alternate in the absence of the internationally and locally hired Administrative Supports; Classifies documents relating to a number of subject matter areas and ensures that the office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval;
Gives assistance in photocopying and collating documents, if necessary;
Performs other duties as required.
III. Impact of Results
The key results have an impact on the success of FAO/ GOI Avian Influenza Control Programme implementation in Indonesia.
Demonstrates commitment to FAO vision, mission and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Contributes effectively to team work and team outcomes; Consistently approaches work with energy and a positive, constructive attitude; Demonstrates openness to change and ability to manage complexities; Ability to manage conflicting priorities and work under pressure of tight and conflicting deadlines; Ability to work with minimum supervision;
Demonstrates strong oral and written communication skills as well Required Skills and
V. Recruitment Qualifications
Education: University graduate with relevance on administration and secretarial background
Experience: Minimum of 5 years work
experience in general office works preferably with FAO project is an advantage but not necessary; Proficiency in MS Office, particularly Word and Excel programs; Has good knowledge of the English language and good memo composition; Good interpersonal and communication skills are necessary and will be assessed during interview
Good ability to speak and write English and Bahasa Indonesia.