International Organization for Migration (IOM) Indonesia is looking for a Project Assistant III (Project & Partnership Coordinator) according to the terms of reference below:
I. Position Information
Reference No
Position title
Position grade
Base Salary
Duty station
Type of Contract
SVN/ID10/2013/018
Project Assistant III
General Service Staff, Grade 6
IDR 16,652,000 per month
Bandung
Special All Inclusive Contract for 6 (six) months (subject to the medical clearance). 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
DRR West Java – IOM Bandung
n/a
n/a,
n/a
Reporting directly to
Head of Sub-Office (HoSO) / Project Manager (PM)
Overall supervision by
Deputy Chief of Mission
Managerial responsibility
Yes
Directly reporting staff
3-5
II. Organizational Context and Scope
Under the direct supervision of the Head of Sub-office (HoSO) and in close coordination with the relevant Units in the Mission, the Project and Partnership Coordinator will oversee planning, coordination, implementation, monitoring and evaluation of overall outcomes and outputs of DRR project in West Java Province
III. Responsibilities and Accountabilities
1. Assist HoSO in formulating and reviewing the overall project strategy for implementation, coordination and partnership, including technical instruments, methods and timeframes;
2. Assist HoSO in the necessary revisions of project approach, methodology, partnerships, and cross cutting issues;
3. Oversee and coordinate the implementation of all project components covering DRR, GIS/ Information Management, as well as Government and Stakeholders engagement;
4. In coordination with the Head of Sub-office, monitor the implementation and performance of all project components including the implementation at 7 (seven) district level IOM satellites offices; using key documents such as the Project Document; IOM rules and regulations; donor guidelines, and other strategic documents;
5. Under the supervision of HoSO, provide advice and backstopping support to DRR, GIS/IM, and Government Liaison Supervisors for project implementation and coordination at the provincial and district level;
6. Lead the DRR, GIS/IM, and Government Liaison Supervisors in analyzing national and sub-national level government policies or regulations and ensure that IOM DRR Project is inline with those policies and regulation to promote sustainability of the project;
7. Lead the DRR, GIS/IM, and Government Liaison Supervisors for advocacy and liaison to various government departments to ensure governments’ endorsement and active participation to allow the project to contribute to the national goal of resilient community;
8. Assist HoSO in assessing the progress in the achievement of planned results as per Log Frame. Identify and opportunely communicate major constraints, possible deviations and corrective actions to address those;
9. In coordination with project units and departments, identify best practices and lessons learned and as needed integrate those to improve project implementation;
10. Lead project departments in developing project work plan and coordinate with project units and departments to ensure quality and timely implementation of the activities in accordance with the Project Document;
11. In coordination with Public Information Unit (PIU), ensure the consolidation, development and production of IEC materials including training modules;
12. Coordinate project units and departments on the quality and timely delivery and implementation of various awareness raising events and ensuring participation from government entities, NGOs/CSOs, and communities;
13. Under HoSO supervision, coordinate with Gender Specialist to develop strategies for ensuring integration of cross-cutting issues (gender, disability, protection) into the project implementation;
14. Coordinate with Gender Specialist and other relevant departments and units, developing database and ensuring smooth and constant flow of project-derived data from all activities recorded;
15. Establish and maintain liaison with national and sub-national government authorities and national/international institutions including private sector, aimed at coordinating and promoting IOM project activities as well as identifying opportunity for partnership;
16. In coordination with the HoSO, maintain active participation and coordination with various DRR related platform at national and sub-national level e.g. Capacity Building Working Group (CDWG) and provide regular updates and feedback on developments and strategy;
17. Review completed data sets against data analysis and prepares periodic draft reports on project outputs, indicators and planned activities;
18. Assist HoSO in preparing and conducting official visits, including donors and government delegations;
19. Assist HoSO in preparing timely report on regular basis for internal IOM, government counterparts and submission to the donor;
20. In coordination with HoSO, identify and select implementing partners for all of the project components;
21. Coordinate and undertake monitoring of implementing partners/consultants to ensure the quality and timeliness of the services delivered and compliance of service providers with their contractual obligations vis-à-vis IOM;
22. Ensure timely reporting of the implementing partners and assist HoSO in the analysis of local partner/grantee reports submitted in order to streamline project activities and donor reports;
23. Conduct regular meetings with project teams and implementing partners (if requested) to identify, discuss and resolve bottlenecks, challenges, and successes in operation;
24. Advice HoSO on methodologies for engaging government entities, communities and other stakeholders e.g. private sector for consultative processes and implementation of the project.
25. Advice HoSO on innovative approaches, methodologies and activities required to monitor, evaluate and comply with the donor guidelines for the project
26. Initiate the periodic desk review of the program operational and administrative activities; providing recommendations to the HoSO to streamline IOM and implementing partner/ grantee procedures with a view to increasing effectiveness and efficiency
27. Advise HoSO on recent developments and any situation that may require additional support and/or adjustments of ongoing and planned project activities.
28. Ensure that all IOM satellite offices and implementing partners’ staff comply with IOM’s Operational Guidelines, including the Code of Conduct.
29. In coordination with HoSO, participate and represent IOM in theme group analysis, project technical and partnership meetings, when deemed necessary and /or requested.
30. Assist in preparation of correspondence and reports on partners’ performance, request for services and related.
31. 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
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
Operations
Delivers on set objectives in hardship situations
Effectively coordinates actions with other implementing partners
Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives
Technical
a) Knowledge in assisting emergency operations activities;
b) Proven ability and experience in liaising with UN, Government Departments/Authorities and other international organizations;
V. Education and Experience
a) University degree preferably master degree in Humanities and Social Sciences, Business Administration, International Relations.
b) At least six years of professional experience in the development and implementation of community-based projects in development and/or in the humanitarian sector
c) Minimum two years at managerial level.
d) Good understanding of DRR and DRR related health system, framework and regulations.
e) Thorough knowledge of government structure and development planning and experience in liaison with government agencies, donor, and INGOs/NGOs.
f) Excellent computer skill (word-processing, spreadsheet, database, e-mail exchange).
g) Proven ability to prepare comprehensive and timely report.
h) A high level of personal commitment, efficiency, flexibility, drive for results, respects for diversity, creative thinking.
i) Excellent interpersonal skills and demonstrated ability to work effectively in a team environment.
j) Ability to establish priorities and undertake assigned tasks with minimum supervision.
VI. Languages
Fluency in English and Bahasa Indonesia, both oral and written. Knowledge of Sundanese language is an advantage.
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/ID10/2013/018) as subject. Only applicant who meet the above qualification will be short-listed and previous applicants do not need to re-apply.
The deadline for applications is 12 April 2013
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