Operations Assistant

Organizational Setting

The Food and Agriculture Organization (FAO) Representation in Indonesia is responsible for leading FAOs 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 FAOs strategic response to country priorities. Also advises on the incorporation of country priorities into the Organizations 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 FAOs 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

Bachelors 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