Office Helper

Organizational Setting

The Food and Agriculture Organization (FAO) Emergency Centre for Transboundary Animal Diseases (ECTAD) operates program office within the Indonesia Ministry of Agriculture (MoA) office, providing technical expertise and support for animal health management and disease control programs. To ensure the smooth functioning of daily operations and maintain a professional, clean, and secure working environment, the ECTAD Program office requires the services of an Office Helper (OH).  This position plays a critical support role in office administration, facility maintenance and logistical coordination. The OH will contribute to operational efficiency by managing office cleanliness, assisting with basic administrative tasks, receiving visitors and handling deliveries.

Reporting Lines

The incumbent will work under direct supervision of the office manager and the overall supervision of the National Operation Specialist, of the Emergency Centre for Transboundary Animal Diseases (ECTAD) Programme in Indonesia and the general operational and administrative guidance of the FAO Representative.

Technical Focus

Provision of efficient and reliable office support services to ensure a safe, clean, and well-functioning working environment. The role focuses on maintaining office cleanliness, supporting administrative and logistical tasks, managing supplies and deliveries, and assisting in security and safety compliance. The incumbent will contribute to the smooth daily operations of ECTAD Indonesia Programme Office by ensuring that facilities and resources are properly managed to support programme implementation.

Tasks and responsibilities

•     Office Maintenance & Cleanliness
a.    Daily cleaning and tidying of workspaces, meeting rooms, pantry, and common areas.
b.    Ensuring washrooms and kitchen areas are hygienic and well-stocked with supplies.
c.    Proper disposal of waste and recycling materials.
d.    Monitoring and reporting any maintenance or repair needs (e.g., electrical, plumbing, furniture).
•     Supporting Office Staff
a.    Assisting with general administrative tasks such as photocopying, scanning etc.
b.    Helping in the preparation and organization of office materials and files.
•     Receiving Visitors & Handling Deliveries
a.    Welcoming and assisting visitors, directing them to the appropriate staff or meeting area.
b.    Receiving and dispatching parcels, mail, and courier services, ensuring proper documentation.
•     Pantry & Hospitality Services
a.    Preparing and serving tea, coffee, and refreshments for staff and visitors as required.
b.    Maintaining cleanliness and stock of pantry supplies.
•     Running Errands
a.    Conducting external errands such as bank visits, post office trips, or other business-related tasks as assigned.
•     Office Supplies & Inventory Management
a.    Monitoring and maintaining office supplies (stationery, cleaning materials, pantry items).
b.    Informing the Office Manager when supplies need to be reordered.
•     Security & Safety Compliance
a.    Ensuring office doors/windows are securely locked after working hours (if required).
b.    Adhering to safety and security protocols within the office premises.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements   

•     High school diploma or equivalent
•     At least 1 year of relevant experience in office support, cleaning, or facility maintenance.
•     Working knowledge (level C) of English
•     National of Indonesia

FAO Core Competencies

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

Selection criteria

•     Basic understanding of workplace safety, hygiene, and administrative tasks.
•     Reliable, punctual, and able to follow instructions with minimal supervision.
•     Good communication and interpersonal skills for interacting with staff, visitors, and building management.
•     Ability to perform physical tasks (lifting, cleaning, running errands) as required
 

ADDITIONAL INFORMATION