NATIONAL ADMINISTRATIVE ASSISTANT - FAO

All applications should be addressed to one of the following:

1. by mail to:
   Operations Support Unit
   Office of the FAO Representative in Indonesia,
   11th floor Menara Thamrin Building
   Jalan M.H. Thamrin Kav.3 Jakarta 10250
   
2. by email to:
   FAO-ID@fao.org

Position: FAO NATIONAL ADMINISTRATIVE ASSISTANT (FAO-HPAI/NAA/21/12-102)
Location :Jakarta, INDONESIA 
Application Deadline :09-Jan-11
Type of Contract :Other Post Level :Other 
Languages Required :English 
Duration of Initial Contract :3 months with possibility of extension 

Background

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. 

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;
• Provides support in the travel arrangements of project international and national staff;
• Assists in the preparation of Travel Authorization (TA) forms for submission to FAOR for approval of ticket issuance and coordinate with Finance for Travel Expense Claim (TEC) submission;
• Liaise with UNDSS for security matters (security briefing, ISECT, issuance/ extension of staff ID card and access card);
• Preparing name card template for both National and International staff and liaise with the vendor;
• Supervises project hired and rental vehicle drivers; arranges schedules of project’s daily transport needs in coordination with international and national programme staff;
• Provides assistance in following up and preparation of necessary documents needed for recruitment processes;
• Acts as an alternate in the absence of other National Administrative Assistants;
• Classifies documents relating to a number of subject 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.

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 

Required Skills and Experience


V. Recruitment Qualifications

Education: 

• University graduate with relevance on administration and secretarial background

Experience: 

• Minimum of 3 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

Language Requirements: 

•  Good ability to speak and write English and Bahasa Indonesia