FAO - Personal Communication Assistant

Post Code : FAO-HPAI/PCA/02/08 – 30
Post Title : Personal Communication Assistant
Recruitment : Indonesian National
Location/Duty Station : Jakarta
Duration of Assignment : Initially for 3 months, with possible extension
Starting Date : Immediate
Direct Supervisor : Chief Technical Adviser
OSRO/INS/604/USA
HPAI Control Programme
Status/Condition : National Project Personnel (NPP) Contract

Deadline for submission of applications: 29 February 2008

Application should be addressed to:
Operations Support Unit
HPAI Control Programme
Office of the FAO Representative
11th Floor, Menara Thamrin Bldg.
Jalan M. H. Thamrin , KAV 3
Jakarta Pusat 10250
Indonesia

Interested and qualified applicants should submit a one-page cover letter and updated curriculum vitae together with complete contact details of three professional references. Please send your application by e-mail with the post code as the subject of your email, or by postal mail with the post code in the upper left corner of the envelope and do not send it by fax. Only short-listed candidates will be contacted.


Terms of Reference
I. Duties and responsibilities
Under the overall supervision of the FAO Representative and direct supervision of the Project Chief Technical Adviser (OSRO/INS/604/USA), and in close coordination with the Translation and Administrative teams, provides personal administrative and translation support to the Project Chief Technical Adviser.

Specific responsibilities include:

• Provide verbal translation services as needed for the Project Chief Technical Adviser and for other consultants when available;
• Prepare travel arrangements (ITA preparation, security clearance, hotel reservations, budget estimations, car rental, etc.) for travels of Project Chief Technical Adviser;
• Coordinate scheduling of meetings and appointments for the Project Chief Technical Adviser;
• Assists the Project Chief Technical Adviser to organize and archive information, including written and electronic project materials;
• Draft routine correspondence, memoranda, and reports from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures;
• Maintains the document filing system both hard copy and electronic, receive/send correspondence, and direct communications to the persons concerned; maintain records of such communications; answer telephone and respond to routine inquiries;
• Attend meetings with Project Chief Technical Adviser (when required) and be responsible for taking minutes of meetings;
• Compile information and inputs from PDS/R field reports for inclusion in routine project reports;
• Assists with the organization of meetings, seminars, workshops, etc;
• Be available to travel on short notice; and
• Performs other related duties as required.


Qualifications:

• Diploma degree in the relevant fields with minimum 5 years of experience.
• Previous work experience in international organizations, particularly with FAO or other UN Agencies will be an added advantage.
• Professional credentials as translator from an accredited institution.
• Excellent written and spoken English skills; fluent in Bahasa Indonesia.
• Excellent memo composition and typing skills.
• Proficiency in MS Office, particularly Word, Excel and Powerpoint.
• Ability to work with individuals from different cultural/national backgrounds.
• Good interpersonal and communication skills.
• Ability to work with minimum supervision.