Administrative Assistant

The World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience.

As the international community has committed to end hunger, achieve food security and improved nutrition by 2030, one in nine people worldwide still do not have enough to eat. Food and food-related assistance lie at the heart of the struggle to break the cycle of hunger and poverty.

Under the direct supervision and direction of the Head of Enabling Services, the Administrative Assistant for Event Management will support necessary business processes for the efficient and effective implementation of WFP Indonesia events. This will include (though not limited to), maintaining participant lists, acting as a focal a point for venders (including venues inside and outside of Jakarta), functioning as a liaison between vender and WFP for third party payments, ensuring catering is well managed, and arranging for translation and IT services.

Under the direct supervision of the Head of Enabling Services (ES) the incumbent, as a member of the Enabling Services team will provide services to contribute to the smooth and efficient implementation of events, workshops, trainings and meetings.

1. In collaboration with the requesting unit focal point, procurement officer and MPO focal point to identify venues and to support preparation of the event.
2. In coordination with the requesting unit focal point to consolidate participant list and supporting data.
3. Coordination with suppliers event-related services (catering, IT services, translation, venue set-up).
4. As required provide on-site administrative support during trainings, workshops, meetings and other events.
5. Maintain good and correct records of services provided.
6. Perform other duties as required.