FAO Job Vacancy: Senior Administrative Assistant - Jakarta, Indonesian - Kerja Ngo

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FAO Job Vacancy: Senior Administrative Assistant - Jakarta, Indonesian

Under the overall supervision of the FAO Representative, the Direct Supervision of the Operations Coordinator and the day-to-day supervision of the Head of Common Services and Monitoring Unit (CSMU), the National Senior Administrative Assistant is responsible for the coordination of the Human Resources needs of FAO country Programme.

In conducting the tasks, she/he will ensure close consultation with the Assistant FAO Representative Administration (AFAOR Admin); specifically, she/he will:

  • Coordinate and ensure that all HR-related tasks are carried out according to FAO procedures, including the following:
    • Ensure the overall project personnel recruitment process, starting from posting the vacancy announcement up to contract issuance, is processed efficiently and delivered smoothly within the requested timeframe;
    • Coordinate as necessary with other related colleagues in the recruitment process; i.e. posting the vacancy announcement, collecting and summarizing the candidates’ application forms, scheduling and arranging interviews, collecting and summarizing interview reports, reference checking, obtaining approval of candidate selection, initiating contract offer, and processing contract issuance, both on paper and in the FAO programme administration system;
    • Monitor the contracts of project personnel; provide advice on and process contract extensions as required, both on paper and in the FAO programme administration system;
    • Ensure that the banking instructions of all project personnel are registered in the FAO programme administration system for payroll and non-payroll purposes;
  • Coordinate with the National Administrative Assistant to raise the Travel Authorization for the appointment and repatriation travel of project personnel, including obtaining their UNDSS security clearances;
  • Liaise with UNDSS on security matters, e.g. security briefing for newly recruited personnel; MORSS Inspection of staff residences, issuance/ extension of staff ID and building access cards;
  • Update the UNDSS and Area Zone Warden data of all personnel on a monthly basis;
  • Monitor visa and multiple exit/re-entry permits of International Consultants/ Staff, in coordination with A-FAOR Admin, and FAOR Office Assistant;
  • Prepare and consolidate national and international personnel monthly timecards for submission in the FAO programme administration system, including to advise/ check with programme/ technical units for clearance of payment release for consultants, with the support and in coordination with the National Administrative Assistant
  • Review the medical reimbursement claims of project personnel before submission to HQ
  • Act as an alternate in the absence of the National Administrative Assistant; this will include:
    • Processing travel requests (travel authorization, ticket booking and issuance) for national and international travel
    • Performs other duties as required.

Expected Output:

  • Efficient and timely recruitment processes managed
  • Timely contract extensions implemented
  • Efficient timecard and payroll processes implemented

Required Completion Date:

  • Continuous

Academic Qualifications:

  • Diploma or university graduate degree related to administration and/or human resources management

Technical Competencies and Experience Requirements:

  • Minimum of 5 years work experience in general office work, preferably with a UN or FAO Programme or Project
  • Proficiency in MS Office, particularly Word and Excel programs;
  • Good knowledge of the English language and good memo composition ability;
  • Ability to work independently, highly motivated and able to work under pressure;
  • Good interpersonal and communication skills, which will be assessed during interview; and
  • Ability to work under minimum supervision

Duty station: Jakarta, Indonesia with In-country travel as required

Duration: 3 months initial contract with possibility of further extension subjects to satisfactory performance 

Email: FAO-ID@fao.org

Deadline: 5 December 2016


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