Jobs - 23058- Office Manager (FAO-HPAI/OM/20/04-111) (For Indo

Office Manager (FAO-HPAI/OM/20/04-111) (For Indonesian nationality only)

Location :

Jakarta, INDONESIA

Type of Contract :

Other

Starting Date :

Application Deadline :

02-May-11 (Midnight New York, USA)

Post Level :

Other

Duration of Initial Contract :

Initially 3 months, with possibility of further extension, subject to satisfactory performance and a

Languages Required :

English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

THIS IS FAO POST, PLEASE SEND DIRECTLY APPLICATION IN LINE WITH APPLICATION PROCEDURE AS OUTLINED BELOW

I. Organizational Context

Under the overall supervision of the FAO Representative, the Project Chief Technical Advisor and under the guidance and direct supervision of Project Manager/Operations Coordinator, the Office Manager provides the overall administration and execution of varied and inter-related operational and logistical activities in the FAO / GOI HPAI Control Programme office, ensuring high quality and functions effectively. The Office Manager promotes a client, quality and results-oriented approach.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of key functions:

1. To provide general support to administration, HR and operations, focusing on achievement of the following results.

a. Provides direct supervision to all administrative tasks in the FAO Deptan Project Office
• Prepares routine correspondence, faxes, memoranda and reports on administrative matters from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures of UN FAO and Government of Indonesia
• Maintain a tracking system for all letters sent from the office.
• Develop, implement and maintain a proper filing system for administrative records and documents for the FAO Deptan project office.
• Ensure that appropriate administrative support is provided by the project to Ministry of Agriculture counterparts

b. Provides guidance/leadership in making office management system that is efficient and transparent
• Manage the Utility position, Office Clerk/O and Security Guard to ensure successful completion of their respective TORs.
• Review and respond to all security related issues in the Deptan office and convey updates to FAOR and UNDSS.
• Liaise to UNDSS in accordance with standard safety and security requirements of UN FAO Project Office.

c. Responsible for handling and managing the day-to-day operations and the human resources function of the FAO Deptan project office in close coordination with the HRD and Administration Division, including:
• Maintaining leave, staff movement sheet, travel, medical insurance claim of the staff members of the project
• Manage project personal data
• Ensure the implementation of HR system
• Assist with queries related to HR and personnel.

2. To ensure proper common services focusing on achievement of the following results
• Liaise to project staffs and their dependents by assisting and processing requests for Security Clearance, identity cards and other documents in accordance with requirements of the United Nations and Government of Indonesia
• Provide any travel authorization and/or logistic support to all Government of Indonesia which related to the project , experts/consultant and/or meeting participants
• Administrative support to organization of conferences, workshops, retreats;
• Liaise with the Deptan Management Department on relevant administrative/office management issues.
• Manage the supplies required for the office and order as necessary.
• Manage the schedule for the Deptan meeting rooms.
• Undertake other necessary duties and responsibilities as required.

III. Impact of Results

The key results have an impact on success of FAO HPAI Programme implementation in Indonesia

Competencies

IV. Competencies

• Demonstrates commitment to FAO vision, mission and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Contributes effectively to team work and team outcomes
• Consistently approaches work with energy and a positive, constructive attitude.
• Demonstrates openness to change and ability to manage complexities.
• Demonstrates strong oral and written communication skills as well as interpersonal and public relation skills.

Required Skills and Experience

V. Recruitment Qualifications

Education:

Appropriate bachelor’s or university degree

Experience:

Minimum five (5) years progressive secretarial and administrative works experience in a development project;
Proficiency in MS Office particularly Word, Excel and PowerPoint.
Excellent organizational skills and ability to handle volume of work in an efficient and timely manner.
Ability to produce high quality work under pressure and meet all deadlines
.Ability to work in a multi-cultural environment with sensitivity and respect diversity.
Ability to work with minimum supervision.

Language Requirements:

Fluency in Bahasa Indonesia and a good command of writing and speaking English.

All applications should be addressed to one of the following:

(1) by mail to:

Operations Support Unit
Office of the FAO Representative in Indonesia,
11th floor Menara Thamrin Building
Jalan M.H. Thamrin Kav.3 Jakarta 10250

(2) by email to FAO-ID@fao.org

Female candidates are encouraged to apply Female candidates are encouraged to apply