World Food Programme Vacancy: Administrative Assistant, Jakarta - Indonesia

World Food Programme, Indonesia invites applications from the eligible candidates for the following position:
Position : Administrative Assistant
Contract Type : Service Contract
Duty Station : Jakarta - Indonesia
Accountabilities: Under the supervision of the Procurement Officer of WFP Indonesia, the incumbent of the position will be responsible for the following duties:
Administration & Fleet Management 

• Organize timely and efficient maintenance of WFP vehicles; 
• Check vehicle technical readiness for operations including insurance documents and drivers;
• Establish and maintain monitoring and control systems for all vehicles, office equipment, office consumables, furniture, office premises, etc.; and ensure their timely and accurate maintenance;
• Record all works carried out related to WFP vehicles, office equipment, air conditioners, office equipment, premises, furniture, etc.;
• Maintain liaison with relevant WFP units with respect to the status of CO assets and work space;
• Prepare quarterly/annual reports as required;
• Provide supervision, training and guidance for drivers, helpers and Sub Office staff as required;
• Manage recordings in the AMD and ARCHIBUS systems, store and safeguard all WFP property and fixed assets purchased, transferred, donated or otherwise acquired by CO and SOs;
• Initiate and process administrative actions for Local Property Survey Board to be conducted regularly. Keep complete records of all LPSB minutes, PP&E transactions and makes them available to internal and external auditors;
• Ensure management and control of the PP&E items at CO and in SOs;
• Consolidate, at each reporting period, the PP&E reports of all WFP offices, in order to produce a financial summary of PP&E.
• Respond to queries by providing information, advice and guidance on rules and regulations related to area of work; or direct to the most appropriate source;
• Maintain and update the office's filing and reference system including confidential files;
• Perform liaison duties with other units to keep the filing up to date;
• Ensure that disposal is undertaken as per WFP policy.
• Coordinate and/or arrange meetings such as workshops and seminars;

Daily Management of Cars utilization & Drivers

• Act as Focal Point for drivers schedule 
• Organize, implement and manage an efficient and reliable use of WFP's cars.
• Design, implement and operate Movement Request Form system
• Ensure the daily management of the drivers, including leave planning, etc.

Emergency Stock Management

• Receive all incoming NFIs and Emergency Response Equipment 
• Ensure appropriate storage and maintenance of WFP's stocks and equipment
• Deliver WFP's stocks and equipment on request against official and approved documentation;
• Keep updated records on stack cards, and/or computer inventory lists;
• Make periodic physical inventory checks;

Support to WFP Operations

• Bring appropriate support to WFP Field Operations, including during Emergencies, as requested 
• Perform other related duties as required.

Qualifications and Experiences:

• Education: Secondary school education including or supplemented by courses related to the area of work.

Experience:

• At least four years of progressively responsible job related experience in Logistics.

Language:

• Fluency in both oral and written communication in Bahasa Indonesia and English.

Desirable Skills:

• Additional experience in Emergency Humanitarian operations is preferable. Experience working in an international organization or multicultural environment.

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 8 June 2014.
"Only short-listed candidates will be contacted"
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