International Organization for Migration (IOM) Indonesia is looking for a Project Assistant according to the terms of reference below:
I. Position Information
Reference No.
Position title
Position grade
Duty station
Type of Contract
SVN/ID10/2012/067
Project Assistant (Enhanced Counselling and Care)
General Service Staff, Grade 4
Jakarta
Special All Inclusive Contract for 6 months (subject to the medical clearance and the first three months will be considered as probation period). 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
Migration
ECC
n/a
n/a
n/a
Reporting directly to
Project Manager
Overall supervision by
Deputy Chief of Mission
Managerial responsibility
No
Directly reporting staff
0
II. Organizational Context and Scope
Under the direct supervision of the Project Manager and the overall supervision of the Deputy Chief of Mission, the Project Assistant will be responsible in providing assistance in project activities and administration.
III. Responsibilities and Accountabilities
1. Provide simultaneous administration-related tasks to Project Manager.
2. Draft out-going letters, documents concerning Project’s activities.
3. Facilitate contacts between project and project staff based in Jakarta and field staffs, and other parties as deemed necessary in the course of the work.
4. Updating the project’s database & maintenance of files & important documents related to the project activity, in close coordination with IOM Jakarta office and other branch offices.
5. File, Update, assisted voluntary return (AVR) applications, and maintain contact with sub-offices.
6. Keep track of Consultants contract, visas and travels.
7. Liaise with respective embassies in relation to AVR applications.
8. Liaise with UNHCR about AVR, consultants’ contract, missions and other related work.
9. Receive; respond to correspondences from respective embassies.
10. Liaise with IOM missions abroad in relation to AVR and AVR related issues such as, but not limited to:
- Confirming, guardian for unaccompanied minor (UAM)
- Update UNHCR of AVR active list on fortnightly and monthly basis
- Notify receiving countries of AVR movement list
- Update AVR data list on continuous basis
11. Confirming a guardian will receive a minor who is willing to return to their home country.
12. Maintain security and confidentiality of information and documents as instructed.
13. Assisting IOM Bangkok officer with Australian Cultural Orientation program:
- Effectively liaise with AUSCO trainers, and other departments, on scheduling CO classes;
- Maintain and file class lists, collect AUSCO statistics.
- Compile AUSCO monthly report/statistics from individual reports and submit to regional office..
- Submit monthly Ad Hoc invoices to regional office.
- Maintain inventories of all instructional supplies and order materials
- Coordinate with AUSCO Finance and Administration in region on AUSCO matters
14. Perform other duties and responsibilities assigned by Project Manager, i.e.:
- Answer and forward as necessary In/Out phone calls, faxes, emails
- Receive/send and distribute In/Out mail
- Keep a log book of all In/Out phone calls, fax and mail
- Receive visitors and inform the PM staff accordingly
- Make travel arrangement for Consultants
- Coordinate with logistics re staff transportation to/from airport
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
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
Effectively applies knowledge of migration issues within organizational context
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
Technical
a) Knowledge in assisting emergency operations activities;
b) Proven ability to interact effectively with government official/local authorities is essential.
c) Experience in preparing official documentation relating to project document, donor report, administration, procurement, finance and security.
d) Proficient in computer applications: Ms-Office
V. Education and Experience
a) Diploma degree (D3) in Business Administration, Management or and relevant field.
b) At least four years of experience in project administration, financial, and logistics/Procurement in International Organization
c) Familiarity with IOM’s administration and project coordination functions.
d) Experiences in areas related to the work of humanitarian matters. Experience gained from working in the UN an advantage.
VI. Languages
Thorough knowledge of English
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 indicating the reference code above as subject.
The deadline for applications is 12 October 2012
Due to the expected volume of applications, only candidates under positive consideration will be notified
For more detail info about us, please visit www.iom.or.id.
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