International Organization for Migration (IOM) Indonesia is looking for a Project Assistant II according to the terms of reference below:
I. Position Information
Reference No.
Position title
Position grade
Base Salary
Duty station
Type of Contract
SVN/ID10/2013/030
Project Assistant II
General Service Staff, Grade 5
IDR 12,418,167 per month
Jakarta
Special All Inclusive Contract for 6 (six) months (subject to the medical clearance), with the possibility of extension. 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
PIC project – IOM Jakarta
tba
tba
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 overall supervision of the Deputy Chief of Mission, the Project Assistant will be responsible for providing planning, reporting and donor/government liaison activities as part of the Public Information Campaign to Deter Potential Indonesian Crew Travelling to Australia by Boat (PIC-Crew) project.
III. Responsibilities and Accountabilities
1. Maintain regular liaison with Officials at the Indonesian National Police (INP), Coordinating Ministry of Political, Legal and Security Affairs (KEMENKO POLHUKAM) and the Directorate General (DIRGEN) of Imigrasi.
2. Maintain regular liaison with the successful (PIC-Crew) project contractors when requested by the Project Manager.
3. Represent IOM’s project in meetings, if/when requested by the Project Manager and coordinate meetings, workshops and functions as needed.
4. Prepare project related supporting materials including PowerPoint presentations and present those materials to GoI counterparts when requested by the Project Manager.
5. Draft letters related to securing INP and/or DIRGEN approval for project-related field work, interviews etc.
6. Provide clerical assistance as necessary, maintain the filling system, incoming and outgoing letter and other supporting documents. Draft correspondence for the projects compile agenda, minutes of meeting and related documents and when required due to circumstances, prepare travel, and security clearance documentation.
7. Assist in developing outreach materials/approaches for PIC-Crew.
8. Assist in drafting of regular reports for ongoing activities.
9. Ensure the quality of English-Bahasa Indonesia translations of project materials and provide interpretation services if needed.
10. Perform other duties as may be assigned.
IV. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies
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
Resources Mobilization
Establishes realistic resource requirements to meet IOM needs
Technical
a) Good understanding about the dynamics of People Smuggling in Indonesia and the roles played by IOM’s key government partners.
b) Proven ability and experience in liaising with UN, Government Departments/Authorities and other international organizations;
c) Effective organizational skill and ability to establish priorities and plans, ability to work under pressure and cope with deadlines.
d) Excellent written and spoken communications skills, good interpersonal skills, ability to work in a multi - cultural environment and good working in team.
V. Education and Experience
a) Indonesian National with University degree in Communications, Law, Economics, or Political/Social Science.
b) At least five years of experience in any of these fields including at least one year of working experience on projects with significant public communications/outreach focus.
c) Experience working with Public Relations/Marketing firms.
e) Experience liaising with Indonesian government officials.
f) Familiarity with IOM’s administration and project coordination functions is advantage.
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=nl&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/ID10/2013/030) as subject. Only applicant who meet the above qualification will be short-listed
The deadline for applications is 31 May 2013
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