World Agroforestry Centre (ICRAF)

About our organization

The World Agroforestry Centre (ICRAF) is one of a network of the Consultative Group on International Agricultural Research (CGIAR). As a global leader in agroforestry research and development, ICRAF’s ultimate purpose is to improve human welfare by reducing poverty, increasing cash income, improving food and nutritional security, and increasing environmental resilience through improved agroforestry
systems. ICRAF has it’s headquarters in Nairobi, Kenya and works in 21 countries throughout Africa, Asia and Latin America. 
 
In 1993, the World Agroforestry Centre opened a program for Southeast Asia with Bogor, in Indonesia, as its regional headquarters.  We currently work in five Southeast Asian countries including Indonesia, Philippines, Thailand, Vietnam and China.
 
The Position 
Under the guidance of the Functional Unit Leader TAMMU, the Functional Unit Assistant services ensuring high quality, accuracy and consistency of TAMMU administration. The FUA promotes a client-oriented and consistent with rules and regulations approach in the Unit. The FUA works in close collaboration with other program team, functional unit, and projects’ staff to exchange information and ensure consistent and timely service delivery.

Duties and Responsibilities
    
1.  Provide administrative and communication services to TAMMU to ensure effective coordination and smooth implementation of activities of staffs and projects, such as:
·  Travel preparation, such Travel Authorization/TA (If requested), tickets purchasing, travel insurance (if needed), accommodation arrangement (if necessary), traveling expenses report/TER (if requested), etc
·  Purchasing, such as printing publication, stationer, etc by conducting price survey in coordination with Admin Officer and providing Purchase Requisition/PR
·  Administer soft/hard copy files (purchasing, travel, reporting, agreements, correspondences, etc that have been done or shared)
· Assist in processing student’s attachment, including preparing letter of invitation, contract, visa (if necessary), accommodation, etc
·  Assists the Units in dealing with IT Support Unit
·  Assist Units in managing research related materials (survey equipment, biophysical measurement tools, mapping equipment, hard copy maps, software, plotter, etc).

2.  Support data compilation and database management of projects under TAMMU, including:
·  Maintain project documentations, such as contracts, progress reports, project updates, partners’ contact, calendar of events, and other documents
·  Maintain projects communication database, including inventory, managing stock and distribution record of communication products, and updating the database
·  Maintain the projects website including analysis of hits, uploading communication products, and fixing broken links.
·  Assist in project evaluation at the end of the project in consultation with the project coordinators, such as compile data from project country network, website, media, and other sources

3.  Support the secretarial and administration of meetings (internal and external), cross visits, seminar, workshop, etc including:
·  Prepare venue, list of invitation and confirming participants
·  Assist in accommodation and travel arrangement of the participants
·  Preparing the logistics
·  Responsible in managing the budget event
·  Taking notes (if required). the budget of accommodation, etc..
·  Update list of meeting

4.  Assist in communication with partners to monitor and follow up agreement, financing,
reporting, etc.
5.  Assist in preparing any related report/document for the unit, the annual work plan and budget, and proposals, including document translation, activity summaries, checking spelling and layout, and completeness of submission.
6. Assist in units’ publication/dissemination, such as publication distribution, exhibition, layout (poster and leaflet), and formatting in coordination with Desktop Publisher Unit.
7. Assist in sharing information in the unit, such as a call for proposal, scholarship, and any other information from the center or other source.  
 
Qualifications and Skills Required:
•  Minimum Bachelor degree in Management, Information Management, Communication or related discipline.
•  Minimum 2 (two) years of relevant Administration experience is required at the national or international level. 
•  Having experience working in non-profit organization or research centre will be the advantage.
•  Good knowledge of Communications (Bahasa and  English)
•  Computer literate (on Window based-systems including Excel and ACCESS).
•  Good knowledge of negotiations
•  Good understanding of time management
•  Strong character, multitasking person and able to work under pressure
•  Having vision to develop organization and intention to develop continuous improvement
•  Having interest in receiving feedback from others

Term of Offer:
* This is a Nationally General Support Fixed Term position with a competitive salary and benefits package.
* The contract is for a period of 1 (one) year, with possibility of renewal, subject to 3 (three) months evaluation period, assessment of performance and availability of resources. 
 
Please submit your application with relevant qualifications, experiences, reference and a recent photograph in MS Word or Pdf format (Max. 500 kb), not later thanNovember 28, 2012 to :
ICRAF Human Resources Unit (code: FUA)
Email: icrafsea-hr@cgiar.org

Only short-listed applicants meeting the requirements stated above will be contacted.
 
ICRAF believes that staff diversity promotes excellence, and strongly encourages women to apply.  We invite you to learn more about ICRAF our web site