International Organization for Migration (IOM) Indonesia is looking for a an Front Desk/Administrative Assistant, according to the terms of reference below:
National Programme Coordinator (2 positions)
IDR 250263333 - 250263333
Makassar (Sulawesi Selatan), Medan (Sumatera Utara)
Responsibilities:
ORGANIZATIONAL CONTEXT AND SCOPE
Under the direct supervision of the Head of Sub-office (HoSO) IOM Medan/Makassar and the overall supervision of the Deputy Chief of Mission, and in coordination with relevant program focal points based in Jakarta, the National Programme Coordinator will be directly responsible in supporting the HoSO coordinate all sub-offices assigned under IOM Medan/Makassar by taking the lead on liaison activities with various Government officials as well as perform managerial and strategic support to the Sub-Office in order to contribute to maintaining smooth functioning of all operational aspects as well as effective relationships with IOM counterparts.
RESPONSIBILITIES AND ACCOUNTABILITIES
Assist the HoSO in building strong, collaborative relationships with IOM stakeholders, including government, multi-lateral organizations, NGOs, etc.
Serve as a liaison between IOM management and the local government and facilitate bilateral or multi-lateral meetings at all levels.
Prepare official communications to Government of Indonesia and partners regarding IOM program activities;
Participate in and maintain a record of all meetings and correspondence with counterparts.
Assist/brief the HoSO on local or regional events that may potentially affect IOMs program.
Maintain the sub-office contact list for the region and prepare briefs as required.
Maintain up-to-date government publications, plans and decrees, ensuring adequate and opportune translation. Prepare abstracts and summaries as necessary.
Assist HoSO by taking the lead in socialization activities with relevant counterparts.
Regularly liaise, provide project updates and develop relationships with key senior government officials at provincial, and district level.
Under take field travel to various locations
Provide technical guidance and supervision to all Operations/Project Assistant in their respective area, in close coordination with Head of Sub-Office/HoSO oic.
Oversee Operations/Project Assistants to ensure the highest degree of compliance to IOM’s care guidelines.
Monitor service delivery and report inconsistencies or improvements to supervisor.
Act with integrity and professionalism and in accordance with IOM’s Code of Conduct, at all times.
Serve as OIC in the absence of the HSO or other National HSO from sub-offices in the mission.
Perform other duties as may be assigned.
Requirements:
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
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
EDUCATION AND EXPERIENCE
Indonesian National with good knowledge of, and experience in managing program & operational
University Degree in Management, International Relations, Economic, Social Science with at least two years of professional and managerial relevant professional experience.
Has relevant working experience, preferably in project implementation support, training delivery, capacity building is an advantage.
Ability to identify needs and proven ability to implement
At least 1 (one) year experience supervising staff and build the capacity of staff as well as coordinate administrative activities. Ability to successfully lead and coach individuals
Experience in working on migration management/irregular migration activities, with exposure to Imigrasi processes, as well as, beneficiary context.
Proven ability and experience in liaising with UN, Government Departments/Authorities and other international organizations;
Ability to prepare clear and concise reports in English
A high degree of computer literacy is required.
LANGUAGES
Thorough knowledge of English and Bahasa Indonesia
Position grade: National Officer, Grade : NO-A
Type of Contract:
Special All Inclusive Contract for 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: Band III
HOW TO APPLY
Interested candidates are invited to send the application in ENGLISH, with:
Cover letter, clearly specify suitability and availability date,
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
Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit your application through
http://www.iom.or.id/about.jsp?lang=eng
or send by email to
recruitment-indonesia@iom.int
The deadline for applications is 27 September 2013.
Only applicant who meet the above qualification will be short-listed
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