Indonesia
Vacancy Announcement
13/INS/JAK/ADM/021
World Food Programme, Indonesia invites applications from the eligible candidates for the following position:
Position: Administrative Assistant
Contract Type: Special Service Agreement/Service Contract
Duration: Initial 4 months with possibility for extension
Duty Station: Jakarta, Indonesia
Accountabilities:
Within the assigned unit and delegated authority, the Administrative Assistant will be responsible for the
following duties, specifically:
* Make travel arrangement for all staffs. This includes making reservations for tickets, prepare TPO issued to Travel Agents, ensuring that tickets are collected and given to the passenger in good time;
* Provide staff with information regarding requirements for travel both in country and abroad and that all travel arrangements are in accordance with the WFP Travel Procedures;
* If required, arrange for hotel reservations for outbound travellers as well as visiting guest of WFP Indonesia; Back-support for Administrative Assistant during her absence;
* Initiate and process Travel Authorization, Travel Expense Claims. This includes getting the budget certification/ approval on TA/TEC;
* Perform calculation of applicable DSA rates; review and validate other travel claims submitted for reimbursement; Assist other staffs on the issue related to Travel process and calculation;
* Being the focal point for AMD;
* Prepare reports and provide responds for queries relating to Travel and AMD;
* Liaise with travel agents and to ensure that WFP gets the best service and prices for all travel;
* Process POTR and DSA advance payments in the WINGS2 without delay; follow-up submission of TEC and clearance of advances;
* Process POTA and Travel Agent's invoices on timely manner;
* Process PR/PO for NFI and ensure the correctness of data in WINGS;
* 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 especially encouraged to apply. Applications should be addressed by E-mail to: 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 26 July 2013.
"Only short-listed candidates will be contacted"
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