POSITION TITLE: Information Resources Assistant
GRADE: GS-4
LOCATION: FAO Representation in Indonesia
DURATION: FIXED TERM
POST NUMBER: 0134562
Under the general
supervision of the FAO Representative and the direct supervision of the
National Administrative Officer, the incumbent shall be responsible for the
smooth operation of all Information and Communication Technology (ICT),
Information Resource, and Registry and archive functions. Specifically:
Information &
Communications Technology:
- Under the technical guidance of CIO Division, act as first point of support in ICT matters, functioning as Office Technology Coordinator (OTC) by logging and monitoring requests, responding to ad-hoc queries, retrieving data, and resolving basic problems
- Liaise with external technical support providers, following up on user problems until resolution is achieved
- Support the operation and use of the office network infrastructure (wired or wireless LANs, routers, firewalls), internet access and network services (file/print services, security, email backups) in accordance with corporate policies established by CIO
- Initiate requests for purchases of hardware and software, according to corporate guidelines and procedures ensuring CIO clearance for non-standard items
- Monitor the Representation’s Minimum Security Telecommunications Standard (MISTS) compliance and collaborate with other agencies as required
- Maintain an inventory of computers, peripherals, software and MISTS equipment; Monitor the Representation’s Minimum Security Telecommunications Standards and MISTS equipment; ensure its appropriate maintenance, secure handling and storage, and track loaned equipment.
Information Resources:
- Under the technical guidance of OEK, ensure visitors and staff have access to the Corporate Document Repository, providing assistance as needed
- Receive and maintain physical and electronic publications, periodicals, and reference documents
- Circulate FAO publications to relevant Government and other recipients
- Ensure appropriate FAO publications and documents are uploaded in FAO Open Archive
- Maintain the FAO country office internet page using the tools provided in COIN.
Registry:
- Under the technical guidance of CSAI, maintain office and registry files duly updated, and transfer non-current electronic and physical files to the archives
- Register and classify electronic and physical incoming and outgoing documents and publications by subject, scanning as necessary, with a view to efficient handling of all documents
- Maintain postage register of all out-going mail and prepare monthly detailed statements of expenditure
- Ensure the regular preparation of pouch and dispatch of documents to all destinations.
- Perform any related duties as required
Qualifications – Essential
Applications are normally not considered from
candidates who do not possess ALL
of the Essential Qualifications
Education:
|
Secondary school education,
supplemented with training in ICT.
|
Experience:
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Three years of progressively
responsible experience in user support for Microsoft Windows and Office
software and in Registry and Information Resource management.
|
Language:
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Working knowledge of English,
French or Spanish
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Other:
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Knowledge of library and registry
systems. Experience with computer hardware repair and software configuration.
Familiarity
with hypertext mark-up language (HTML) and the principles of Internet web
design and maintenance.
Experience with Windows Server and
MS Exchange. Equipment procurement, and other related administrative
functions.
Tact, courtesy and ability to establish and maintain
effective working relations with people of different national and cultural
backgrounds
|
QUALIFICATIONS – DESIRABLE
Way of Working / Work
Management Skills:
Exercise diligence and care
in dealing with records and expenditures. Recognize sensitive / confidential
material and handle it with a high level of discretion. Support new ideas to
streamline working methods and processes. Ability to carry out and manage a
high number of diverse and complex assignments and to cope with an increased
volume of work during peak periods.
Interpersonal
Communications and Teamwork Skills:
Openness to work in an international environment
within a team of staff with mixed skills and different national and cultural
backgrounds is needed. The incumbent must be willing to share information, tasks
and ideas to ensure efficient teamwork and achievement of shared goals. He /
she must be able to establish good working relationships with supervisor(s) and
team members. Tact and courtesy are essential personal attributes. As the
incumbent has access to confidential and sensitive information, a high level of
trustworthiness is needed.
Application procedure:
Submit your application and
CV to FAO Representative in Indonesia by 30 June 2014 via email (FAO-ID@fao.org). Only
short listed candidates will be contacted for interview.
Office of the FAO Representation in Indonesia
Menara Thamrin, 7th Floor, Jalan M.H.
Thamrin Kav. 3, Jakarta 10250
