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.
Position title
Position grade
Base Salary
Duty station
Type of Contract SVN/ID10/2013/032
Project Administrative Assistant
General Service Staff, Grade 5
IDR 12,418,167 per month
Jakarta (Based in Directorate General of Immigration, Kuningan)
Special All Inclusive Contract for 3 (three) months, with the possibility of extension. The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged
Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation Band III
Operations
IOM Liaison Office – Dirgen Imigrasi
tba
tba
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 administrativeassistance 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. Travel on mission, if and when required, to provide and manage administrative as well as logistics
of events
12. 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.
13. 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.
14. Identify issues affecting efficient process delivery and recommend remedial actions
15. Follow up and maintain coordination with necessary institutions/ministries and/or other authorities, if and when requested, and in close coordination with the National Officer
16. Perform other duties as may be assigned.
IV. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies
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.
* Effectively interfaces with government officials of appropriate level on matters related to substantive migration issues and the work of IOM
* 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
* 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
* 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) Effectively coordinates actions with other implementing partners
b) Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives
c) Ability in preparing official documentation relating to procurement, administration, finance and security.
d) Follows internal control procedures to prevent fraud and mismanagement.
e) Ensures application of institutional financial policies and guidelines
V. Education and Experience
a) Indonesian National with University in Business Administration, International Relation, Management, preferably in Accounting or Finance.
b) At least five years of related working experience in project administration, Administration/financial,
and logistics/Procurement in International Organization.
c) Experienced working in a Country representatives/embassies and knowledge with Government
Protocol is a plus.
d) Excellent computer skill (word-processing, spread-sheet, database, e-mail exchange), Advanced knowledge of MS Excel for data analysis and statistical reporting.
e) Proven ability to prepare comprehensive and timely report
f) Ability to provide creative solutions, establish priorities and undertake assigned tasks with minimum supervision.
g) Good written and spoken communications skills
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=nl&file=phform.xls
c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit your application through http://www.iom.or.id/about.jsp?lang=eng . The deadline for applications is 12 July 2013
Only applicant who meet the above qualification will be considered and for those who have applied for the same position previously need not to re-apply.
I. Position Information
Reference No.
Position title
Position grade
Base Salary
Duty station
Type of Contract SVN/ID10/2013/032
Project Administrative Assistant
General Service Staff, Grade 5
IDR 12,418,167 per month
Jakarta (Based in Directorate General of Immigration, Kuningan)
Special All Inclusive Contract for 3 (three) months, with the possibility of extension. The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged
Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation Band III
Operations
IOM Liaison Office – Dirgen Imigrasi
tba
tba
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 administrativeassistance 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. Travel on mission, if and when required, to provide and manage administrative as well as logistics
of events
12. 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.
13. 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.
14. Identify issues affecting efficient process delivery and recommend remedial actions
15. Follow up and maintain coordination with necessary institutions/ministries and/or other authorities, if and when requested, and in close coordination with the National Officer
16. Perform other duties as may be assigned.
IV. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies
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.
* Effectively interfaces with government officials of appropriate level on matters related to substantive migration issues and the work of IOM
* 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
* 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
* 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) Effectively coordinates actions with other implementing partners
b) Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives
c) Ability in preparing official documentation relating to procurement, administration, finance and security.
d) Follows internal control procedures to prevent fraud and mismanagement.
e) Ensures application of institutional financial policies and guidelines
V. Education and Experience
a) Indonesian National with University in Business Administration, International Relation, Management, preferably in Accounting or Finance.
b) At least five years of related working experience in project administration, Administration/financial,
and logistics/Procurement in International Organization.
c) Experienced working in a Country representatives/embassies and knowledge with Government
Protocol is a plus.
d) Excellent computer skill (word-processing, spread-sheet, database, e-mail exchange), Advanced knowledge of MS Excel for data analysis and statistical reporting.
e) Proven ability to prepare comprehensive and timely report
f) Ability to provide creative solutions, establish priorities and undertake assigned tasks with minimum supervision.
g) Good written and spoken communications skills
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=nl&file=phform.xls
c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit your application through http://www.iom.or.id/about.jsp?lang=eng . The deadline for applications is 12 July 2013
Only applicant who meet the above qualification will be considered and for those who have applied for the same position previously need not to re-apply.
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