Operations Assistant

The Food and Agriculture Organization (FAO) Representation in Indonesia is responsible for leading FAO's response to Indonesia priorities by developing, promoting and overseeing strategies for addressing food security, agriculture and rural development objectives. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the country and, in collaboration with the Offices, Centres and Divisions at regional and headquarters, develops, promotes and oversees FAO's strategic response to country priorities. Also advises on the incorporation of country priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the country, monitors the level of programme implementation and draws attention to problems and deficiencies. FAO Representation in Indonesia serving as the channel of FAO's services to governments and other partners (donors, NGOs, Civil Society Organizations, research institutions, etc.). The FAO representation in Indonesia helping governments to prevent disasters, assess damage, and assist them in the reconstruction and rehabilitation of the agricultural sector.  The post is in the Emergency Centre Transboundary Animal Diseases Programme office representative Ministry of Agriculture in Jakarta, Indonesia

Reporting Lines

The Operation Assistant – Emergency Centre for Transboundary Animal Diseases (ECTAD) Programme shall work under the functional and administrative guidance of the FAO Representative Indonesia and the overall supervision of the FAO ECTAD Indonesia Programme Team Leader, under the general guidance of the Operations Coordinator and the Country National Veterinary Advisor (CNVA), and the direct supervision of the National Operations Specialist.

Technical Focus

Programme administration and financial management, including accounting and personnel administration processes according to FAO Guidelines and Manuals.

Tasks and responsibilities

Financial Management Aspects:

•    Provide support for the overall planning, implementation, and monitoring technical activities in collaboration with relevant team including in preparing budget plan and its management
•    Monitor project expenditure and ensure its compliance with budget lines and FAO Guidelines
•    Prepare the financial report of FAO ECTAD Project activities
•    Assist the CNVA and technical team in preparing project progress reports

Administration management and Logistic Aspects:

•    Support the project implementation partners to organize project events, such as workshops, trainings, etc for the technical team and other FAO ECTAD activities as required.
•    Collect and file up required administrative documents for project implementation including TOR, invoice, travel documents, list of attendance, minutes of meeting, copy of participant ID, documentation, etc.  
•    Provide in coordinating operational administration, logistics and field operations of FAO ECTAD project activities, in compliance with FAO operational guideline, under the coordination of the National Operations Specialist (venue, transportation, accommodation, consumption, etc.)
•    Assist and back up other operations and administrative tasks for all Technical Area when required.
•    Support the CNVA and Technical Specialists in liaising with government counterparts, project partners, donors and other stakeholders.
•    Perform any other relevant duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    Bachelor’s degree in Economics, Accounting, Business Management, Development Administration, or other relevant fields
•    Minimum of three years’ work experience in the field of programmatic and/or operational support or in other related fields.
•    Working knowledge of English and Bahasa Indonesia
•    National of Indonesia

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•    Meeting/workshop/training organizing, facilitation skills, administrative support, project planning and implementation, project monitoring, reporting, knowledge management.
•    Demonstrating/safeguarding ethics and integrity. 
•    Demonstrate corporate knowledge and sound judgment.
•    Building and promoting effective teams, including working in teams and empowering project staff to create an enabling gender equality environment on non-hierarchical bases.

Selection Criteria

•    Ability to manage priorities and workload within the general schedule of work, instructions and standardized practices.
•    Good English memo composition and editing skills.
•    Proficiency in MS office, particularly Word, Excel and PowerPoint.
•    Extent and relevance of experience in the field of office management and administration 
•    Extent of knowledge of UN or standard operational rules and procedures and project/programme administrative management procedures 
•    Ability to work with individuals from different cultural/ national backgrounds, good interpersonal and communication skills.
 

ADDITIONAL INFORMATION

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions. 

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO [link removed] and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application

• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/ [link removed].These qualifications should be in alignment with the International Standard Classification of Education (ISCED) mappings [link removed].
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
•  We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp [link removed]

FAO IS A NON-SMOKING ENVIRONMENT