United Nations World Food Programme
Indonesia
Vacancy Announcement
11/INS/JKT/SCM/010
World Food Programme, Indonesia invites applications from the eligible candidates for the following position:
Position: Administrative Assistant (SCM)
Contract Type: Special Service Agreement / Service Contract
Duty Station: Jakarta, Indonesia
Accountabilities:
Within the assigned unit and delegated authority, the Administrative Assistant will be responsible for the following duties:
Extract, input, review for accuracy and file data from various sources;
Maintain a selected number of administrative control records, such as for commitments and expenditures, DSA, travel, accommodations;
Initiate and process administrative actions such as those found in various modes of travel, disbursement, arrange book and co-ordinate all travel for trainees from various location and liaise with government institutions and other counterparts;
Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with ther offices, through Head of Supply Chain Management Unit, as appropriate;
Make computations, calculations, estimates and prepare basic reports or assist in the preparation of periodic reports including forms, tables, charts and other;
Draft correspondence relating to the area of responsibility;
weekly reports and updates on past, present and planned movement of
trainees to and from courses;
Make travel arrangements in line with administrative rules and procedures with focus on trainees movements attending courses;
Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for external use, Donor and reporting relevant to the Capacity
Building Project;
Maintain and update the office’s filing and reference system including confidential files, performance evaluation reports, and disciplinary actions;
Act as focal point for issues related to personnel and general administration;
Provide information related to the above functions and exchange a variety of statistical information through Supply Chain Management Unit;
Set up, classify and maintain files for each of the trainees that will be trained , files will incorporate all student data , bank details , courses attended , certificates , DSA payments and attendance records;
Initiate and modify automated transactions in consultation with Head of SCMU to and Finance Unit;
Assist in the preparation of Training modules as well as the translation as required;
Arrange, participate and minutes taking in the meetings with government counter parts and other stakeholders;
Perform other related duties, as required.
Qualifications and Experiences:
Education: Completion of secondary school education.
Experience: At least three years of progressively responsible support work experience in general administrative work including at least one year in the field of accounting, human resources, administrative services or other related field.
Knowledge: Training and/or experience utilising computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration.
Language: Fluency in both oral and written English and Bahasa Indonesia.
Desirable skills: Formal training in administration, Knowledge of WFP administrative manuals in the area of finance, budget, human resources, transport, procurement or travel.
Only candidates meeting the above requirements are requested to apply.
Female candidates are encouraged to apply.
Applications should be addressed to: Human Resources Unit, World Food Programme, Jakarta. E-mail:Jakarta.Vacancy@wfp.org
All applications should include an updated CV (in English), a photograph
and three references and should be received no later than 18 March 2011.
“Only short-listed candidates will be contacted”
Indonesia
Vacancy Announcement
11/INS/JKT/SCM/010
World Food Programme, Indonesia invites applications from the eligible candidates for the following position:
Position: Administrative Assistant (SCM)
Contract Type: Special Service Agreement / Service Contract
Duty Station: Jakarta, Indonesia
Accountabilities:
Within the assigned unit and delegated authority, the Administrative Assistant will be responsible for the following duties:
Extract, input, review for accuracy and file data from various sources;
Maintain a selected number of administrative control records, such as for commitments and expenditures, DSA, travel, accommodations;
Initiate and process administrative actions such as those found in various modes of travel, disbursement, arrange book and co-ordinate all travel for trainees from various location and liaise with government institutions and other counterparts;
Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with ther offices, through Head of Supply Chain Management Unit, as appropriate;
Make computations, calculations, estimates and prepare basic reports or assist in the preparation of periodic reports including forms, tables, charts and other;
Draft correspondence relating to the area of responsibility;
weekly reports and updates on past, present and planned movement of
trainees to and from courses;
Make travel arrangements in line with administrative rules and procedures with focus on trainees movements attending courses;
Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for external use, Donor and reporting relevant to the Capacity
Building Project;
Maintain and update the office’s filing and reference system including confidential files, performance evaluation reports, and disciplinary actions;
Act as focal point for issues related to personnel and general administration;
Provide information related to the above functions and exchange a variety of statistical information through Supply Chain Management Unit;
Set up, classify and maintain files for each of the trainees that will be trained , files will incorporate all student data , bank details , courses attended , certificates , DSA payments and attendance records;
Initiate and modify automated transactions in consultation with Head of SCMU to and Finance Unit;
Assist in the preparation of Training modules as well as the translation as required;
Arrange, participate and minutes taking in the meetings with government counter parts and other stakeholders;
Perform other related duties, as required.
Qualifications and Experiences:
Education: Completion of secondary school education.
Experience: At least three years of progressively responsible support work experience in general administrative work including at least one year in the field of accounting, human resources, administrative services or other related field.
Knowledge: Training and/or experience utilising computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration.
Language: Fluency in both oral and written English and Bahasa Indonesia.
Desirable skills: Formal training in administration, Knowledge of WFP administrative manuals in the area of finance, budget, human resources, transport, procurement or travel.
Only candidates meeting the above requirements are requested to apply.
Female candidates are encouraged to apply.
Applications should be addressed to: Human Resources Unit, World Food Programme, Jakarta. E-mail:Jakarta.Vacancy@wfp.org
All applications should include an updated CV (in English), a photograph
and three references and should be received no later than 18 March 2011.
“Only short-listed candidates will be contacted”
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