Terms of Reference 
Job Title: Personal Communication Assistant to the ECTAD Team Leader
Division/Department: FAO ECTAD Indonesia Program
Programme/Project Number: OSRO/INS/501/USA
Duty station: Jakarta, Indonesia
Expected Start Date of Assignment: 9 September 2016
Duration: Initially 3 months, with possibility of further extension, subject to satisfactory performance
Reports to: James McGrane 
Title: FAO ECTAD Indonesia Team Leader
GENERAL DESCRIPTION OF TASK(S) AND OBJECTIVES TO BE ACHIEVED Under the overall supervision of the FAO Representative in Indonesia, the direct supervision of the Team Leader, FAO  ECTAD  Country  Programme,  in  close  cooperation  with  the  International  Operations  Coordinator  and Technical  Advisers,  in  close  coordination  with  the  Translation and  Administrative  Teams,  the  Personal Communication  Assistant  will  undertake  personal  communication, task  coordination  and  programme administrative support to the Team Leader, which includes:
  • Managing arrangements for the weekly ECTAD Management Team Meeting, including updating of the agenda from the previous meeting and timely preparation of meeting minutes; 
  • Liaise with DGLAHS/DAH, donors, FAOR, UN and other international agencies to schedule meetings for the Team Leader and the senior management team; 
  • Draft routine correspondence, memoranda, and reports from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures; maintain appropriate levels of confidentiality for all communications; 
  • Assist  the  Team  Leader  to  check  technical  or  operational  documents,  including  PRF,  Service  and Purchase Requisitions, and follow-up document clarifications as requested; 
  • Prepare travel arrangements (ITA preparation, security clearance, hotel reservations, budget estimations, etc.) for travel of the Team Leader; compile input and format B TORs; ensure conference proceedings are archived in ECTAD and FAOR document repositories; 
  • Compile the Team Leader’s Travel Expense Claims (TEC), secure their approval and enter the TEC into the GRMS system; 
  • On behalf of the Team Leader, liaise with the Communication, technical and operations teams to ensure timely production, printing and distribution of the ECTAD Annual Report; 
  • Compile information and inputs from ECTAD Programme members for inclusion in routine project reports;
  • Assist the Team Leader to forward information to the technical team and strategic partners; organize and archive information, including written and electronic project materials, and photographs; 
  • 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;  answer telephone and respond to routine inquiries; 
  • Consult with the Team Leader and manage his Outlook mailbox when he is on duty travel, leave or contract break; 
  • Attend meetings / workshops when required and be responsible for taking  and writing up minutes of meetings and note-taking at workshops; 
  • Participate with government counterparts in ECTAD Programme monitoring and evaluation missions and report the outcomes to the Team Leader. 
  • Assist  with  the  organization  of  the  monthly  USAID  EPT-2  partners COP meeting, other meetings, teleconferences, seminars, workshops, etc.; 
  • Provide verbal translation services as needed for the Team Leader and for other consultants when available; 
  • Assist  the  Communication  Team  to  prepare  and  distribute  published  materials  and  reports,  including 
  • Programme Success Stories;
  • Perform other related duties as required