Sabtu, 20 Juli 2013


International Organization for Migration (IOM) Indonesia
is looking for an  I-Care Administrative Assistant, according
to the terms of reference below:
I. Position Information 
Reference No. 
Position title 
Position grade 
Base Salary 
Duty station 
Type & duration of Contract SVN/ID10/2013/053 
I-Care Administrative Assistant 
General Service Staff / G-4 
IDR 9,266,750 per month 
Special All Inclusive Contract for six months, subject to the medical clearance (the first three months will be considered as probationperiod). 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 IV 
I-Care Project 
Reporting directly to I-Care Project Manager 
Overall supervision by Deputy Chief of Mission 
Managerial responsibility No 
Directly reporting staff 0 
II. Organizational Context and Scope 
I-Care (IOM Circle of Care for Displaced Persons in Indonesia)Project is an 18-months project, focused on designing and delivering care services for about 3,000 displaced persons in Indonesia. I-Care’s main activity sets as the following : (a) vulnerability mapping of target groups; (b) training/coordinating NGO I-Care service providers; (c) deliver of targeted I-Care services to target groups; in the areas of : (1) life-skills development; (2) social support; and (3) educational support – in no less than 10 project locations nationwide. 
Under the direct supervision of the I-Care Project Manager (PM) and under the overall oversight of the Deputy Chief of Mission, the incumbent is responsible for providing administration support to I-Care personnel and project activities. 
III. Responsibilities and Accountabilities 
1.       Provide all administration-related assistance to the PM. 
2.       Maintain project document filing for all project related issues. 
3.       Assist in the coordination with field staff on all I-Care activities. 
4.       Assist in tracking all completed, on-going and planned activities under I-Care project. 
5.       Maintain security and confidentiality of information and documents as instructed. 
6.       Provides administrative support for PM and program staff,  to ensure that all administrative and logistics arrangements for project activities are carried out efficiently and effectively. 
7.       Familiarize oneself with all line items and corresponding budget (budget lines and WBS) of the project and devise an internal project financial tracking system for expenses and financial projections. 
8.       Receive, verify and check all incoming invoices/official receipts for payments of project-related expenditures,  ensure that all relevant and required valid supporting documents, are complete. 
9.       Responsible for petty cash; handles petty cash requirements and reimbursement of approved expenditures for I-Care Project. 
10.   Perform other duties and responsibilities assigned by PM, i.e.: 
§  Answer and forward as necessary In/Out phone calls and fax 
§  Receive/send and distribute In/Out mail 
§  Keep a log book of all In/Out phone calls, fax and mail 
§  Make travel arrangements for I-Care staff 
§  Participate in official meetings, appointments and travel as required. 
§  Coordinate with logistics re project-related transport requirements. 
IV. Competencies 
The incumbent is expected to demonstrate the following technical and behavioural competencies 
* 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 
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 
* 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
* Proactively develops new ways to resolve problems 
Leadership and Negotiation
* Convinces others to share resources 
* Presents goals as shared interests 
Performance Management
* Provides constructive feedback to colleagues 
* Provides fair, accurate, timely, and constructive staff evaluations 
* Uses staff evaluations appropriately in recruitment and other relevant HR procedures 
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 
* 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 
* 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 
a)      Effectively applies knowledge of relevant financial discipline 
b)     Develops / follows internal control procedures to prevent fraud and mismanagement 
c)      Ensures application of institutional financial policies and guidelines 
d)     Working knowledge of  finance, procurement, admin and HR rules 
V. Education and Experience 
a)     Indonesian National with good knowledge of, and experience in project administration  and operational. 
b)     Diploma Degree and relevant experience in Business Administration, Management. 
c)      At least four years of experience in Administration, financial, and logistics/Procurement in an international organization or any client/service sector, preferably with cross-cultural exposure. 
d)     Ability to prepare clear and concise reports and to analyse and interpret source information and data. 
e)     Proficient in computer applications: Ms-Office. 
f)       Proven client/service orientation and experience in liaising with external clients from various sectors: private, government, international organizations, and the like. 
g)     Experience in preparing official documentation relating to administrative tasks and functions. 
VI. Languages 
Language: Thorough knowledge of English and Bahasa Indonesia 
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 :
c)      Detailed curriculum vitae, including historical
salary and minimum three referees (preferably former direct supervisors).
Please submit your application
through through or send by email to, indicating the
reference code above (SVN/ID10/2013/053)  as subject. The deadline for applications is 31 July 2013.
Only applicant
who meet the above qualification will be short-listed

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