International Organization for Migration (IOM) Indonesia is looking for an Programme Assistant according to the terms of reference below:
I. Position Information
Reference No:
Position title:
Position grade:
Duty station:
Type of Contract:
SVN/ID10/2013/012
Programme Assistant
General Service Staff, Grade 5 (Base Salary: IDR 12,418,167 per month)
Jakarta – Indonesia
Special All Inclusive Contract for 6 (six) months, subject to the medical clearance (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 III
Operations
RCA – IOM Jakarta
n/a
n/a
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 and supervision of the National Programme Officer and the overall supervision of the Deputy Chief of Mission, and in close coordination with other relevant unit in the mission, the Administrative Assistant will be responsible for providing administrative, logistical, clerical and reporting preparations in relation to project/program activities.
III. Responsibilities and Accountabilities
1. Lead administrative duties in close coordination with the National Programme Officer and ensure that all administrative as well as logistics arrangements are carried out efficiently, effectively and promptly.
2. Drafting official letters and correspondence for project/program, both in English and Bahasa Indonesia; compile agenda; minutes of meetings and related documentation.
3. Provide specialized administrative assistance, ie. The maintenance of the updated contact details; important documents related to the project/program activity; the filing of incoming and outgoing letters and other supporting documents.
4. Provide activity report and maintain accurate activity records.
5. Assist in the planning, coordination and arrangement for successful conduction of meetings, and mission events, such as conferences/seminars/presentations.
6. Coordinate with Procurement Unit to obtain the best service providers and local suppliers for events; and ensure that requests for payment due are accurate and necessary. Tasks to include receiving, verifying and checking of all incoming invoices/official receipts for payments of project/program-related events and activities, and also to ensure all required valid supporting documents are provided.
7. Preparation of all necessary requirements, logistics and administrative, for mission travels, which includes hotel arrangements, travel itineraries, airport transfers, tickets and cash advance requests.
8. In close coordination with the National Officer, prepare the Purchase Request Form to include all necessary operational expenses for events.
9. Responsible for preparing, managing and handling of cash advances or travel allowances, also for government officials, and prompt coordination with Finance Unit in relation to settlement of cash advances or travel allowances.
10. Provide good translations and fluent, correct interpretation (English to Bahasa Indonesia & vice versa).
11. Develop and prepare presentation materials in close coordination with National Officer.
12. Present materials at seminars, if and when required.
13. Attend meeting, if and when required.
14. Travel on mission, if and when required, to provide and manage administrative as well as logistics of events.
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. Identify issues affecting efficient process delivery and recommend remedial actions.
17. Perform 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) Effectively coordinates actions with other implementing partners
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 degree International Relation, Business Administration, Management, and/or Accounting or Finance.
b) Excellent computer skills: Power Point, Excel, Word and Outlook required.
c) At least five years of experience in Administration, Logistics and Finance at 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 (SVN/ID10/2013/012) as subject. Only applicant who meet the above qualification will be short-listed
The deadline for applications is 10 March 2013
For more detail info about us, please visit www.iom.or.id
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