International Organization for Migration (IOM) Indonesia is looking for a Project/Administrative Assistant according to the terms of reference below:
I. Position Information
Reference No: SVN/ID10/2012/073
Position title: Project/Administrative Assistant
Position grade: General Service Staff, Grade 5
Duty station: Jakarta – Indonesia (Based in Directorate General of Immigration, Kuningan-Jakarta)
Type of Contract: Special All Inclusive Contract for 6 (six) months, subject to the medical clearance. The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged.
Seniority band: Band III
Job family: Operations & Support
Organizational unit: RCA/RMIM
Position number: n/a
Position rated: n/a
Subject to rotation: n/a
Reporting directly to: National Programme Officer
Overall supervision by: Deputy Chief of Mission
Managerial responsibility: No
Directly reporting staff: 0
II. Organizational Context and Scope
Under the direct guidance supervision of the National Programme Officer and overall supervision of the Deputy Chief of Mission, and in close coordination with Department of Resources Management Unit and other relevant unit in the mission, the Administrative Assistant will be responsible for providing clerical, reporting and statistical preparation to the IOM liaison office in Director General of Immigration to assist the Regional Cooperation Agreement.
III. Responsibilities and Accountabilities
1. Lead administrative duties for the Imigrasi Liaison Office in coordination with National Programme Officer, Project Assistant II and other related unit to ensure that all administrative and logistics arrangements are carried out efficiently and effectively and that requests for payment due to service providers and local suppliers are accurate and necessary. This also includes receiving, verifying and checking all incoming invoices/official receipts for payments of project-related activities and ensuring that it’s provided by the valid supporting documents.
2. Responsible for managing petty cash; handle petty cash requirements and reimbursement of approved weekly and monthly expenditures as well as coordinate with finance in relation to payment reimbursement from Imigrasi Detention Centre Nationwide.
3. Responsible for logistic, administrative, procurement requirements for Imigrasi Liaison Office.
4. Drafting letters and developing materials needed to assist DIRGEN Imigrasi related to handling of irregular migration.
5. Maintain regular liaison with Officials at the Directorate General of Imigrasi with a primary focus on the Director of Enforcement and Investigation, the Assistant Directors all Imigrasi staff in these areas.
6. Draft correspondence for projects; compile agenda, minutes of meetings and related documentation.
7. Provide translations and interpretation as needed (English-Indonesian & vice versa) as needed.
8. Provide specialized administrative assistance as necessary, maintain the filling system, incoming and outgoing letter and other supporting documents.
9. Attend meeting when requested by National Programme Officer.
10. To manage meetings, workshops and functions related to the projects.
11. Assist in the planning, coordination and arrangement for successful conduction of mission events such as seminars/conferences, meetings, presentations, and other activity: including logistics/administrative and other necessary paper requirements, travel and hotel arrangements, and trip itineraries when necessary.
12. Updating the project’s database, maintenance of files and important documents related to the program activity, in close coordination with other relevant unit and other sub-offices.
13. Identify issues affecting efficient process delivery and recommend remedial actions
14. Perform such other duties as may be assigned.
IV. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies
Behavioural Accountability
Accepts and gives constructive criticism
Follows all relevant procedures, processes, and policies
Meets deadline, cost, and quality requirements for outputs
Monitors own work to correct errors
Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
Identifies the immediate and peripheral clients of own work
Establishes and maintains effective working relationships with clients
Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
Keeps clients informed of developments and setbacks
Continuous Learning
Contributes to colleagues' learning
Demonstrates interest in improving relevant skills
Demonstrates interest in acquiring skills relevant to other functional areas
Keeps abreast of developments in own professional area
Communication
Actively shares relevant information
Clearly communicates, and listens to feedback on, changing priorities and procedures
Writes clearly and effectively, adapting wording and style to the intended audience
Listens effectively and communicates clearly, adapting delivery to the audience
Creativity and Initiative
Actively seeks new ways of improving programmes or services
Expands responsibilities while maintaining existing ones
Persuades others to consider new ideas
Proactively develops new ways to resolve problems
Leadership and Negotiation
Convinces others to share resources
Actively identifies opportunities for and promotes organizational change
Presents goals as shared interests
Articulates vision to motivate colleagues and follows through with commitments
Performance Management
Provides constructive feedback to colleagues
Identifies ways for their staff to develop their abilities and careers
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations
Planning and Organizing
Sets clear and achievable goals consistent with agreed priorities for self and others
Identifies priority activities and assignments for self and others* Organizes and documents work to allow for planned and unplanned handovers
Organizes and documents work to allow for planned and unplanned handovers
Identifies risks and makes contingency plans
Adjusts priorities and plans to achieve goals
Allocates appropriate times and resources for own work and that of team members
Professionalism
Masters subject matter related to responsibilities
Identifies issues, opportunities, and risks central to responsibilities
Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
Persistent, calm, and polite in the face of challenges and stress
Treats all colleagues with respect and dignity
Works effectively with people from different cultures by adapting to relevant cultural contexts
Knowledgeable about and promotes IOM core mandate and migration Solutions
Teamwork
Actively contributes to an effective, collegial, and agreeable team environment
Contributes to, and follows team objectives
Gives credit where credit is due
Seeks input and feedback from others
Delegates tasks and responsibilities as appropriate
Actively supports and implements final group decisions.
Takes joint responsibility for team's work
Technological Awareness
Learns about developments in available technology
Proactively identifies and advocates for cost-efficient technology solutions
Understands applicability and limitation of technology and seeks to apply it to appropriate work
Resources Mobilization
Establishes realistic resource requirements to meet IOM needs
Technical
a) Correctly interacts with and advises on interfacing with senior level stakeholders as appropriate
b) Develops effective partnerships with prospective donors and other stakeholders
c) Establishes and maintains effective working relationships with implementing partner
d) Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives
e) Excellent computer skill (word-processing, spreadsheet, database, e-mail exchange), Advanced knowledge of MS Excel for data analysis and statistical reporting.
f) Proven ability to prepare comprehensive and timely report
g) Ability to provide creative solutions, establish priorities and undertake assigned tasks with minimum supervision.
h) Good written and spoken communications skills,
V. Education and Experience
a) University in International Relation, Business Administration, Management, preferably in Accounting or Finance.
b) At least five years of experience in Administration/financial, and logistics/Procurement in International Organization.
VI. Languages
Fluency in English and Bahasa Indonesia, both oral and written
HOW TO APPLY
Interested candidates are invited to send the application in ENGLISH, with :
a) Cover letter, clearly specify suitability and availability date,
b) Complete the Personal History Form which can be downloaded at the following link :
http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=pcmain&file=phform.xls
c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit the application by email to recruitment-indonesia@iom.int and indicating the reference code above as subject.
The deadline for applications is 12 November 2012
Only applicant who meet the above qualification will be short-listed and for those who have applied for the same position need not to re-apply
For more detail info about us, please visit www.iom.or.id
I. Position Information
Reference No: SVN/ID10/2012/073
Position title: Project/Administrative Assistant
Position grade: General Service Staff, Grade 5
Duty station: Jakarta – Indonesia (Based in Directorate General of Immigration, Kuningan-Jakarta)
Type of Contract: Special All Inclusive Contract for 6 (six) months, subject to the medical clearance. The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged.
Seniority band: Band III
Job family: Operations & Support
Organizational unit: RCA/RMIM
Position number: n/a
Position rated: n/a
Subject to rotation: n/a
Reporting directly to: National Programme Officer
Overall supervision by: Deputy Chief of Mission
Managerial responsibility: No
Directly reporting staff: 0
II. Organizational Context and Scope
Under the direct guidance supervision of the National Programme Officer and overall supervision of the Deputy Chief of Mission, and in close coordination with Department of Resources Management Unit and other relevant unit in the mission, the Administrative Assistant will be responsible for providing clerical, reporting and statistical preparation to the IOM liaison office in Director General of Immigration to assist the Regional Cooperation Agreement.
III. Responsibilities and Accountabilities
1. Lead administrative duties for the Imigrasi Liaison Office in coordination with National Programme Officer, Project Assistant II and other related unit to ensure that all administrative and logistics arrangements are carried out efficiently and effectively and that requests for payment due to service providers and local suppliers are accurate and necessary. This also includes receiving, verifying and checking all incoming invoices/official receipts for payments of project-related activities and ensuring that it’s provided by the valid supporting documents.
2. Responsible for managing petty cash; handle petty cash requirements and reimbursement of approved weekly and monthly expenditures as well as coordinate with finance in relation to payment reimbursement from Imigrasi Detention Centre Nationwide.
3. Responsible for logistic, administrative, procurement requirements for Imigrasi Liaison Office.
4. Drafting letters and developing materials needed to assist DIRGEN Imigrasi related to handling of irregular migration.
5. Maintain regular liaison with Officials at the Directorate General of Imigrasi with a primary focus on the Director of Enforcement and Investigation, the Assistant Directors all Imigrasi staff in these areas.
6. Draft correspondence for projects; compile agenda, minutes of meetings and related documentation.
7. Provide translations and interpretation as needed (English-Indonesian & vice versa) as needed.
8. Provide specialized administrative assistance as necessary, maintain the filling system, incoming and outgoing letter and other supporting documents.
9. Attend meeting when requested by National Programme Officer.
10. To manage meetings, workshops and functions related to the projects.
11. Assist in the planning, coordination and arrangement for successful conduction of mission events such as seminars/conferences, meetings, presentations, and other activity: including logistics/administrative and other necessary paper requirements, travel and hotel arrangements, and trip itineraries when necessary.
12. Updating the project’s database, maintenance of files and important documents related to the program activity, in close coordination with other relevant unit and other sub-offices.
13. Identify issues affecting efficient process delivery and recommend remedial actions
14. Perform such other duties as may be assigned.
IV. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies
Behavioural Accountability
Accepts and gives constructive criticism
Follows all relevant procedures, processes, and policies
Meets deadline, cost, and quality requirements for outputs
Monitors own work to correct errors
Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
Identifies the immediate and peripheral clients of own work
Establishes and maintains effective working relationships with clients
Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
Keeps clients informed of developments and setbacks
Continuous Learning
Contributes to colleagues' learning
Demonstrates interest in improving relevant skills
Demonstrates interest in acquiring skills relevant to other functional areas
Keeps abreast of developments in own professional area
Communication
Actively shares relevant information
Clearly communicates, and listens to feedback on, changing priorities and procedures
Writes clearly and effectively, adapting wording and style to the intended audience
Listens effectively and communicates clearly, adapting delivery to the audience
Creativity and Initiative
Actively seeks new ways of improving programmes or services
Expands responsibilities while maintaining existing ones
Persuades others to consider new ideas
Proactively develops new ways to resolve problems
Leadership and Negotiation
Convinces others to share resources
Actively identifies opportunities for and promotes organizational change
Presents goals as shared interests
Articulates vision to motivate colleagues and follows through with commitments
Performance Management
Provides constructive feedback to colleagues
Identifies ways for their staff to develop their abilities and careers
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations
Planning and Organizing
Sets clear and achievable goals consistent with agreed priorities for self and others
Identifies priority activities and assignments for self and others* Organizes and documents work to allow for planned and unplanned handovers
Organizes and documents work to allow for planned and unplanned handovers
Identifies risks and makes contingency plans
Adjusts priorities and plans to achieve goals
Allocates appropriate times and resources for own work and that of team members
Professionalism
Masters subject matter related to responsibilities
Identifies issues, opportunities, and risks central to responsibilities
Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
Persistent, calm, and polite in the face of challenges and stress
Treats all colleagues with respect and dignity
Works effectively with people from different cultures by adapting to relevant cultural contexts
Knowledgeable about and promotes IOM core mandate and migration Solutions
Teamwork
Actively contributes to an effective, collegial, and agreeable team environment
Contributes to, and follows team objectives
Gives credit where credit is due
Seeks input and feedback from others
Delegates tasks and responsibilities as appropriate
Actively supports and implements final group decisions.
Takes joint responsibility for team's work
Technological Awareness
Learns about developments in available technology
Proactively identifies and advocates for cost-efficient technology solutions
Understands applicability and limitation of technology and seeks to apply it to appropriate work
Resources Mobilization
Establishes realistic resource requirements to meet IOM needs
Technical
a) Correctly interacts with and advises on interfacing with senior level stakeholders as appropriate
b) Develops effective partnerships with prospective donors and other stakeholders
c) Establishes and maintains effective working relationships with implementing partner
d) Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives
e) Excellent computer skill (word-processing, spreadsheet, database, e-mail exchange), Advanced knowledge of MS Excel for data analysis and statistical reporting.
f) Proven ability to prepare comprehensive and timely report
g) Ability to provide creative solutions, establish priorities and undertake assigned tasks with minimum supervision.
h) Good written and spoken communications skills,
V. Education and Experience
a) University in International Relation, Business Administration, Management, preferably in Accounting or Finance.
b) At least five years of experience in Administration/financial, and logistics/Procurement in International Organization.
VI. Languages
Fluency in English and Bahasa Indonesia, both oral and written
HOW TO APPLY
Interested candidates are invited to send the application in ENGLISH, with :
a) Cover letter, clearly specify suitability and availability date,
b) Complete the Personal History Form which can be downloaded at the following link :
http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=pcmain&file=phform.xls
c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit the application by email to recruitment-indonesia@iom.int and indicating the reference code above as subject.
The deadline for applications is 12 November 2012
Only applicant who meet the above qualification will be short-listed and for those who have applied for the same position need not to re-apply
For more detail info about us, please visit www.iom.or.id
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