nternational Organization for Migration (IOM) Indonesia is looking for Program SupportAssistant I (Two Position), 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/ID10/2013/058
Program Support Assistant I
General Service Staff / G-4
IDR 9.266.750 per month
Medan & Makassar
Special All Inclusive Contract for three months. 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
Operations
RCA
tba
tba
n/a
Reporting directly to HoSO/Regional RCA Coordinator based in Makassar/Medan
Overall supervision by Deputy Chief of Mission
Managerial responsibility No
Directly reporting staff 0
II. Organizational Context and Scope
Under the overall supervision of the HoSO/Regional RCA Coordinator based in Makassar/Medan and in coordination with the IT Unit and RCA Reporting Unit based in Jakarta, the Programs Support Assistant will be responsible in performing general support functions.
III. Responsibilities and Accountabilities
1. Serve as the sub-offices focal point for all tasks related to data collection and reporting of IOM activities.
2. Continually update, manage IOM’s online database for Irregular Migrants in Makassar.
3. Prepare reports and disseminate population statistics to IOM and its partners at any time.
4. Continually update and manage community accommodation tracking sheet.
5. In coordination with the Operations Unit, maintain asset control database for all deliverables to IOM partners.
6. In coordination with the Operations Unit, continuously monitor population movements, including AVR, resettlements, regional and international relocations to ensure an on going, up to date database.
7. Support Procurement and Admin/Finance Units with PO creation and tracking.
8. With the support of IT support staff based in Jakarta, ensure that IOM Makassar keeps up to date with IT enhancements to data collection and ensure all relevant IOM staff are aware of these developments.
9. In coordination with all RCA colleagues, collect and collate monthly report submissions for dissemination to IOM Jakarta.
10. Maintain databases related to all services provided to the department of Immigration.
11. Provide assistance in the ticketing requirements of the Jakarta office. Maintain a database for ticketing.
12. Provide basic IT support for the sub office with the backing of the IT unit in Jakarta.
13. Perform other duties as may be required
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
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
* 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
* Identifies risks and makes contingency plans
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
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
Technical
a) Knowledge in assisting emergency operations activities;
b) Effectively applies knowledge of IT or programming issues in execution of responsibilities at appropriate level
c) Maintains confidentiality and discretion in appropriate areas of work
d) Proven ability and experience in liaising with UN, Government Departments/Authorities and other international organizations;
e) Proficient in computer applications: Ms-Office.
V. Education and Experience
a) Indonesian National with good knowledge of, and experience in IT, Database & Administration.
b) Diploma Degree in IT Programming or other related field.
c) At least four years of experience in any of these fields, particularly in dealing with database, tracking, and administration. Has knowledge in SAP and other database software is an advantage.
d) Effective organizational skill and ability to establish priorities and plans, ability to work under pressure and cope with deadlines. Good written and spoken communications skills, good interpersonal skills, high loyalty, ability to work in a multi-cultural environment and good working in team
VI. Languages
Language: Thorough knowledge of English and Bahasa Indonesia
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 through http://www.iom.or.id/about.jsp?lang=eng or send by email to recruitment-indonesia@iom.int, indicating the reference code above (SVN/ID10/2013/058) as subject. The deadline for applications is 26 August 2013.
Only applicant who meet the above qualification will be short-listed
I. Position Information
Reference No.
Position title
Position grade
Base Salary
Duty station
Type & duration of Contract SVN/ID10/2013/058
Program Support Assistant I
General Service Staff / G-4
IDR 9.266.750 per month
Medan & Makassar
Special All Inclusive Contract for three months. 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
Operations
RCA
tba
tba
n/a
Reporting directly to HoSO/Regional RCA Coordinator based in Makassar/Medan
Overall supervision by Deputy Chief of Mission
Managerial responsibility No
Directly reporting staff 0
II. Organizational Context and Scope
Under the overall supervision of the HoSO/Regional RCA Coordinator based in Makassar/Medan and in coordination with the IT Unit and RCA Reporting Unit based in Jakarta, the Programs Support Assistant will be responsible in performing general support functions.
III. Responsibilities and Accountabilities
1. Serve as the sub-offices focal point for all tasks related to data collection and reporting of IOM activities.
2. Continually update, manage IOM’s online database for Irregular Migrants in Makassar.
3. Prepare reports and disseminate population statistics to IOM and its partners at any time.
4. Continually update and manage community accommodation tracking sheet.
5. In coordination with the Operations Unit, maintain asset control database for all deliverables to IOM partners.
6. In coordination with the Operations Unit, continuously monitor population movements, including AVR, resettlements, regional and international relocations to ensure an on going, up to date database.
7. Support Procurement and Admin/Finance Units with PO creation and tracking.
8. With the support of IT support staff based in Jakarta, ensure that IOM Makassar keeps up to date with IT enhancements to data collection and ensure all relevant IOM staff are aware of these developments.
9. In coordination with all RCA colleagues, collect and collate monthly report submissions for dissemination to IOM Jakarta.
10. Maintain databases related to all services provided to the department of Immigration.
11. Provide assistance in the ticketing requirements of the Jakarta office. Maintain a database for ticketing.
12. Provide basic IT support for the sub office with the backing of the IT unit in Jakarta.
13. Perform other duties as may be required
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
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
* 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
* Identifies risks and makes contingency plans
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
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
Technical
a) Knowledge in assisting emergency operations activities;
b) Effectively applies knowledge of IT or programming issues in execution of responsibilities at appropriate level
c) Maintains confidentiality and discretion in appropriate areas of work
d) Proven ability and experience in liaising with UN, Government Departments/Authorities and other international organizations;
e) Proficient in computer applications: Ms-Office.
V. Education and Experience
a) Indonesian National with good knowledge of, and experience in IT, Database & Administration.
b) Diploma Degree in IT Programming or other related field.
c) At least four years of experience in any of these fields, particularly in dealing with database, tracking, and administration. Has knowledge in SAP and other database software is an advantage.
d) Effective organizational skill and ability to establish priorities and plans, ability to work under pressure and cope with deadlines. Good written and spoken communications skills, good interpersonal skills, high loyalty, ability to work in a multi-cultural environment and good working in team
VI. Languages
Language: Thorough knowledge of English and Bahasa Indonesia
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 through http://www.iom.or.id/about.jsp?lang=eng or send by email to recruitment-indonesia@iom.int, indicating the reference code above (SVN/ID10/2013/058) as subject. The deadline for applications is 26 August 2013.
Only applicant who meet the above qualification will be short-listed
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