Food and Agriculture Organization Job Vacancy: Administrative Assistant for JIC Secretariat, Jakarta - Kerja Ngo

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Food and Agriculture Organization Job Vacancy: Administrative Assistant for JIC Secretariat, Jakarta

The Joint Implementation Committee Secretariat (JIC Sec) is an entity established under the Article 14 of the Voluntary Partnership Agreement (VPA) between the EU and Indonesia. Its main objective is to provide support and coordination to the actions resulting from decisions made by the Joint Implementation Committee (JIC). The JIC Sec is located at the Ministry of Environment and Forestry (MoEF) and its main responsibility is to provide organizational and logistical support to all activities relating to VPA implementation in Indonesia. In particular, JIC Sec is tasked with coordinating the preparation of annual reports, preparing reports on relevant meetings (JEM, JIC, and TWG), developing and distributing documents arising from VPA work and joint communication.

It is vitally important that JIC Sec sustains operations and that there is no pause or gap in its support, as this would adversely affect a range of important activities endorsed for implementation. In period of 2019, JIC Secretariat will conduct several activities as a follow up result from the JEM meeting on 5 December 2018, including next TWG, JEM, JIC, Regular meeting and consultation (see indicative workplan). The key role of the Administrative Assistant is to support the coordination of key day-to-day activities of the JIC Secretariat ad agreed under the FLEGT VPA IDN – EU.

The Administrative Assistant will work with the JIC Secretariat in MOEF and will be based in MOEF. Under the day-to-day supervision of the Head of JIC Secretariat from MoEF and under the overall supervision of the FAO Representative in Indonesia (FAOR), the candidate will be responsible for supporting the JIC Secretariat fulfil its role within the Joint Implementation Committee Secretariat (JIC Sec) in ensuring an functional JIC Secretariat:
  • Daily operational and financial support to the JIC Sec such as facilitate logistic for meetings, take minutes of meeting, monitor budgets and expenditure, maintain coordination between FAO Indonesia and JIC Secretariat;
  • Support the organization of Technical Working Group (TWG) and Joint Expert Meeting (JEM) meetings;
  • Support the organization of a Pre & Joint Implementation Committee (JIC) meetings;
  • Support the organization of FLEGT  VPA related meetings with national and international stakeholders such as public consultation, periodic evaluation and impact monitoring, technical meeting as required in FLEGT VPA;
  • Support the organization of other JIC Sec related events and business trip at national and international level;
  • Maintain documentation and recording of the meetings such as develop record of discussion (RoD), Minutes of Meeting (MoM) of TWG, JEM and JIC and other related meeting;
  • Facilitate, coordinate, provide documents, disseminate and other necessary implementation to ensure all relevant meetings are organized and attended by appropriate stakeholder;
  • Keep all monthly activity data;
  • Prepare annual report and other activities report;
  • Support the development of relevant publicity material (brochure/flyer/banner, progress report of FLEGT VPA, email, website, printed materials, etc.);
  • Any other tasks assigned by FAO in coordination with the Head of JIC Secretariat.
Key Performance Indicator
Expected outputs:
  • Schedule for workshops and training events for 2019/2020 in coordination with Head of JIC Sec;
  • Minutes and records of TWG, JEM, JIC, Regular meeting and consultation
  • Progress reports to FAO Indonesia
  • Quarterly budget planning and monitoring,
  • Submission of event TORs, estimated budgets and travel authorization to FAO Indonesia
Technical Competencies and Experience Requirements:
The candidate will have the following minimum qualifications and experience:
  • Indonesian citizen
  • University degree in Administrative/Finance Management, Political Sciences or other related fields.
  • A minimum of 3 years of relevant work experience;
  • Have working experience with governmental institutions especially Ministry of Environment and Forestry
  • Proven experience in multi-stakeholder consultation processes;
  • Good communication and event organization skills;
  • Effective trust building, professional integrity;
  • Fluency in Bahasa Indonesia and English – both spoken and written
Duty station: Jakarta, Indonesia
Duration: 12 months with possibility for extension depending on performance and budget availability
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:  08 September 2019
FAO regrets to inform applicants that only short-listed candidates will be contacted.
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