FAO Personal Assistant to Chief Technical Advisor, Jakarta based

FAO Indonesia is currently seeking for an Personal Assistant for Chief Technical Advisor (Jakarta based). Please find below the informati... thumbnail 1 summary
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FAO Personal Assistant to Chief Technical Advisor, Jakarta based
FAO Indonesia is currently seeking for an Personal Assistant for Chief Technical Advisor (Jakarta based).

Please find below the information:
Personal Assistant to Chief Technical Advisor (OSRO/INS/103/USA) NPP-5

Under the overall supervision of the FAO Representative and the ECTAD Team Leader in Indonesia, the direct supervision of the Chief Technical Advisor (CTAs) for Control Implementation and System Development and the CTA for Analysis and Policy Development and in close coordination with the Administrative teams, provides personal administrative the Personal Assistant will carry out the following tasks:

  • Assist the activities of The Chief Technical Advisers especially for daily activities schedule and driver management; 
  • Prepare travel arrangements (ITA preparation, security clearance, hotel reservations, budget estimations, etc) for travels of The Chief Technical Advisers and other International Staffs as requested;
  • Coordinate scheduling of meetings and appointments for the Chief Technical Advisers;
  • Assist The Chief Technical Advisers to organize and archive information, including written and electronic project materials;
  • Draft routine correspondence, memoranda, and reports from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures;
  • Maintain the document filing system both hard copy and electronic, receive/send correspondence, and direct communications to the persons concerned, maintain records of such communications, and respond to routine enquiries;
  • Attend meetings with The Chief Technical Advisers (when required) and be responsible for taking minutes of meetings;
  • Assist other international staff with administration issues, Travel Expense Claims, and other requests;
  • When necessary, assist administrative team with preparation of meetings, field visits, seminars, workshops, etc.;
  • Perform other related duties as required
Expected Outputs:
  • Daily activity schedule and vehicle requirements regularly updated and communicated; 
  • Travel arrangements and all related processes carried out in a timely fashion;
  • Meetings and appointments organized upon requests from direct supervisors;
  • Project materials and any other relevant information properly archived;
  • Routine correspondences, including meeting minutes, and other documents drafted upon request of direct supervisors;
  • Document filing system for both hard and soft copies properly maintained;
  • Meeting minutes taken upon request of direct supervisors;
  • Other administrative issues, such as Travel Expense Claims among others, carried out timely;
  • Assistance provided for organization of seminars, workshops and other when requested.
Required Completion Date:
  • ongoing and as required
Academic Qualifications:
  • Minimum Diploma degree (D3) in administration, secretarial or other relevant field; University degree would be an asset
Technical Competencies and Experience Requirements:
  • Minimum five (5) years work experience in a similar position for an international organizations or companies, particularly with FAO or other UN Agencies will be an added advantage; 
  • Excellent written and spoken English skills; fluent in Bahasa Indonesia.
  • Excellent memo composition and typing skills; 
  • Proficiency in MS Office, particularly Word, Excel and Powerpoint; 
  • Ability to work with individuals from different cultural/national backgrounds.
  • Good interpersonal and communication skills. 
  • Ability to work with minimum supervision
Duty station: Jakarta, Indonesia with in-country travel as required
Duration: 3 months with possibility of extension depending on funding availability and satisfactory performance

GENERAL NOTE TO ALL APPLICANTS:

Interested candidates should submit a CV and a covering letter clearly stating their relevant skills, experience, vacancy and reference code by e-mail to:
E-mail: FAO-ID@fao.org
Submission DEADLINE: 6th July 2014
FAO regrets to inform applicants that only short-listed candidates will be contacted.

Thanks and Regards,

Fenny Nasution
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