Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) in Indonesia aims to assist the Government of Indonesia to develop policies, programmes, and projects to achieve food security, reduce hunger and malnutrition, help develop the agriculture, fisheries and forestry sectors, and support the management of environmental and natural resources in a sustainable manner.

FAO Indonesia seeks an National Project Personnel Administration and Finance to support the day-to-day administrative and financial matters in for the projects implemented in  the country office .

Reporting Lines

The incumbent will work under the overall supervision as well as day-to-day operational guidance of the Assistant FAO Representative (Administration) in regular consultation and close collaboration with FAO Indonesia operations and programme teams.

Technical Focus

Administration, Finance and personnel process in the country offices including projects.

Tasks and responsibilities

•    Assist the Travel Assistant to process air tickets request from operation desks and other requesters for local and international travels (if required). The duty includes, but not limited to, providing available flight options, booking, issuing air tickets and performing communication related to the duty with FAO Official Travel Agency.
•    Review and process travel authorizations (TA) and Travel Expenses Claim (TEC) from operation desks and other requester for local travel & international travel (if required) using GRMS modules including all payments related to TA.
•    Perform initial checking of air ticket invoices to comply with the Purchase Order (PO) issued prior to the submission for payment to account payable/finance unit.
•    Reviews settlement process for financial report of activities for FAO Indonesia projects. The duties include accounting, checking the report, and providing inputs into the FAO system (GRMS).
•    Coordinate the overall hiring plan for hiring of national and international affiliate workforce.
•    Develop and/or review Terms of Reference of affiliate workforce and ensure compliance with current standards and regulations.
•    Coordinate and manage the publication of calls to attract candidates for vacancies related to national and international affiliate workforce, ensuring proper dissemination to attract qualified talent.
•    Manage the complete cycle of contracts for national and international affiliate workforce in the Global Resource Management System (GRMS), ensuring the collection and verification of required documentation.
•    Managing the visa application process for international staff, including liaising with the Ministry of State Secretariat, the Ministry of Foreign Affairs of the Republic of Indonesia, and Indonesian Embassies abroad, and ensuring the issuance of visas, under the guidance and supervision of AFAOR Administration.
•    Support the organization of team and departmental meetings, workshops, seminars, etc., including the typing of lists of participants, preparation of travel requests, files, presentations and slides, reservation of meeting rooms and hotel accommodation etc. (only if required and needed).
•    Draft routine correspondence, memoranda, and reports from oral instructions whenever necessary.
•    Perform other relevant duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements  

•    University degree in accounting, business administration, human resources, commerce or another field relevant to the work of Organization.
•    3 years of relevant experience in supporting administration, finance and Human Resources in the multi-disciplinary activities or projects in international and/or technical organizations will be an asset.
•    Working knowledge of English
•    National of Indonesia

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

ADDITIONAL INFORMATION