External Vacancy Announcement No. 15/INS/PAD/LOG/02- Admin Assistant (Operational Support) Padang based (Extended Vacancy Announcement Closing Date 18 Jan 2015)

[wfp210143-Blue-GIF] United Nations World Food Programme

Indonesia

Vacancy Announcement
15/INS/PAD/LOG/02

World Food Programme, Indonesia invites applications from the eligible candidates for the following position:

Position : Administrative Assistant (Operational Support)
Contract Type : Special Service Agreement (SSA)
Duration : 3 months with possibility for extension
Duty Station : Padang - Indonesia

Accountabilities: Under the supervision of the Logistics Officer of WFP Indonesia, the incumbent of the position will be responsible for the following duties:

* Maintain a close liaison and collaboration with relevant units and personnel in WFP Country Office
* Assist Logistics Officer and other staff in routine administrative functions including preparing travel arrangements (security clearance/flight booking/accommodation, etc.) for all staff field visits to provincial/districts in line with administrative rules and procedures
* Draft unofficial translations of related correspondence from English to Bahasa and vice versa (as required)
* Prepare letters and/or invitations in both Indonesia and English for different level of partner in an effective and efficient manner
* Support the coordination and arrangements of meetings such as workshops and seminars;
* Assist in the preparation of periodic reports,
* Search for, retrieve, compile and assemble a variety of data and information from the internet, computer files, records, reports or from other sources;
* Maintain and update the office's filing and reference system including confidential files;
* Assist in monitoring status of expenditures and update budget tables
* Provide administrative support for the efficient maintenance and control of WFP vehicle, office equipment, office consumables, furniture, office premises and any office vehicles,
* Support administrative processes related to financial disbursements (handling and maintaining petty cash/operational allowances);
* Assist with day-to-day administration of contracts with external contractors; checking contractors' invoices against the goods and services provided and processing payments where required;
* Track and update various charts, tables and forms for the processing of administrative and operational actions;

Qualifications and Experiences:
Education: Completion of secondary school education.
Experience: At least three years of progressively responsible support work experience in general administrative work.
Language: Working knowledge of English for both oral and written communications.
Desirable Skills: Formal training in administration and experience working in an international organization, government department or multicultural environment is preferable.

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, a photograph and three references and should be received no later than 18 January 2015.

"Only short-listed candidates will be contacted"

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