FAO Vacancy : Office Assistant

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
E-mail: FAO-ID@fao.org

OFFICE ASSISTANT (FOR INDONESIAN NATIONALITY ONLY) (FAO)
Location : FAO Project Office, 6th floor, Directorate of Animal Health, Building
C, Ministry of Agriculture, Ragunan, Jakarta, INDONESIA

Application Deadline : 22-Aug-10
Type of Contract : Other
Post Level : Other
Languages Required :
English
Duration of Initial Contract : 3 months with possibility of extension

Background
THIS IS FAO POST, PLEASE SEND DIRECTLY APPLICATION IN LINE WITH APPLICATION
PROCEDURE AS OUTLINED BELOW

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, the Project Manager and
under the guidance and direct supervision of the Office Manager, the Office
Assistant will provide overall support to the Office Manager in the FAO / GOI
HPAI Control Programme office, for the administration and execution of varied
and inter-related operational and logistical activities.

Duties and Responsibilities
II. Functions / Key Results Expected

Summary of key functions:

* Draft routine correspondences, memoranda and reports under the direction of
the Office Manager.
* Assist in the filing of documents and maintaining an organized document
archive system.

* Assist in managing outgoing and incoming mail related to official project
documents and facilitate communication with the MOA/GOI.
* Maintain the official office calendar.
* Assist in arrangements for meetings/trainings, including facilities,
documentation, participants.
* Assist in scanning, copying, and facsimile transmission of official
documents.
* Manage office inventory system related to office supply stock.
* Assist in managing office supplies (kitchen, stationary, equipments, etc).
* Liaise with logistic assistant for storage systems, office logistic
maintenance and repair.
* Assist in office events and creation of displays.
* Undertake other necessary duties and responsibilities 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.

Competencies
IV. Competencies

* 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 as
interpersonal and public relation skills;

Required Skills and Experience
V. Recruitment Qualifications

Education:

* Bachelor or University degree in administration or related issueExperience:

1. Minimum two (2) years progressive secretarial and administrative works
experience in a development project
2. Proficiency in MS Office particularly Word, Excel and Power Point
3. Excellent typing abilityLanguage Requirements:

* Fluency in Bahasa Indonesia and good command of writing and speaking English

Vacancy - The International Federation : Office Assistant

The International Federation is looking for candidate to be based in Jakarta, Indonesia for the post of Office Assistant.

Key Tasks and Responsibilities:

To manage the reception, entertaining phone calls, receive and transfer incoming calls and messages.To pay special attention to all the visitors, attend them in a highly professional manner and ensure that the visitors are passed on to the most appropriate staff member.To effectively manage the reception of the Delegation (PMI Bldg.) e.g. management and distribution of mails/ e-mails, faxes, packages, maintain proper filing system and scanning documents, assistance to Senior Administration Officer in maintaining the inventory of assets etc.To liaise with Sr. Administration Officer in Jakarta Service Centre for dispatch of outgoing mails/ packages and couriers.Makes an entry in register for all incoming and outgoing mails/packages and couriers.Monitors the stationery stocks/ pantry supplies and advises the Senior Administration Officer to purchase them.Checking of office equipments on a regular basis and, if needed, organise the maintenance/ service/ repair; change the toner/cartridge, filling paper in photocopy/ fax machine etc. Check the quantity of Aqua gallon (drinking water) at the time of delivery from supplier.To ensure the cleanliness of the reception area to keep
it neat and clean and things organised in a professional manner. Receive and file daily newspaper/ magazine.Supervise the Office Boy, monitor his work and provide the guidance.Any other duties assigned by the Head of Support Services as required.

Qualifications:

Education:
1. Graduate from Diploma in Secretary or Administration

Experience:

1. Experience of working for the Red Cross/Red Crescent is preferred

2. 2-3 years work experience in a similar position

Skills/knowledge:

1. Basic MS-Window software application

2. Ability to learn new software i.e.: MS-Access is preferred

3. Fluency in English – Berlixt 4


Competencies:

1. A high degree of Teamwork; commitment to the Red Cross/Red Crescent Movement; integrity & personal conduct; flexibility & adaptability; initiative & direction; interpersonal skills; resilience.

Please submit your curriculum vitae and clearly stated the salary expectation to: ifrc.recruitment@ gmail.com latest on 3rd July 2009.

Only short listed candidates will be notified.