International Organization for Migration (IOM)
Indonesia is looking for 3 (three) Project Administrative Assistants, according
to the terms of reference below:
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I.
Position Information
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Reference No.
Position title
Position grade
Base Salary
Duty station
Type & duration of Contract
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SVN/ID10/2014/014
Project
Administrative Assistants (3 positions)
General Service Staff / G-4
IDR 9,266,750 per month
Jakarta (1),
Ambon (1), Jayapura (1)
Special All Inclusive Contract for 3 (three) months (will
be considered as probation period), with the possibility of extension. The tenure of contract of internal candidate
holding a Fixed Term/Regular contract will remain unchanged.
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Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation
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Band IV
Admin/Finance
Police Project – IOM Indonesia
tba
tba
n/a
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Reporting directly to
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Senior Project Assistant
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Overall supervision by
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Project Coordinator (PC)
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Managerial responsibility
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No
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Directly reporting staff
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0
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II.
Organizational Context and Scope
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Established in 1951,
IOM is the leading inter-governmental organization in the field of migration
and works closely with governmental, intergovernmental and non-governmental
partners. IOM is dedicated to promoting humane and orderly migration for the
benefit of all. It does so by providing services and advice to governments
and migrants.
The Project ‘Strengthening the Indonesian National Police
through Institution-Building Phase III” specifically aims to improve the
professionalism of the Provincial Police in Tanah Papua and Maluku,
advance INP personnel’s skills and capacities to effectively implement
human rights-based community policing at the local level, and enhance
police-community relations.
The 21-month project implementation is
grounded on the findings of baseline survey conducted during the inception
phase. The project Implementation Team, in close coordination with
communities and other project beneficiaries will carry out the activity in
three folds, which are to strengthen INP’s training and education
institution, to train police and the community and to implement community
policing at village level.
Under the direct
supervision of the Senior Project Assistant and overall supervision of the
Project Coordinator, in close coordination with Department of Resources
Management and other relevant unit in the mission, the
incumbent is responsible for providing administration support to project
activities.
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III.
Responsibilities and Accountabilities
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1.
Provide simultaneous administration-related
tasks to the PC (Jakarta based) and or Senior Project Assistant and Field
Project Assistant (Maluku and Papua).
2.
Assist to draft out-going letters, documents
concerning Police Project’s activities.
3.
Maintain security and confidentiality of
information and documents as instructed.
4.
Facilitate internal contacts between PC or
other project staff based in Jakarta or in the project areas/field staffs and
external contacts with project direct beneficiaries in Jakarta level, i.e.
but not limited to INP Headquarters, Dit Binmas Baharkam Polri, Lemdikpol
and other parties as deemed necessary
in the course of the work.
5.
Lead administrative duties for the Police
Reform Project in coordination with PC and program staff to ensure that all
administrative and logistics arrangements for project activities are carried
out efficiently and effectively and that requests for payment due to service
providers and local suppliers are accurate and necessary. This also includes
receiving, verifying and checking all incoming invoices/official receipts for
payments of project-related activities and ensuring that it’s provided by the
valid supporting documents, as well as being responsible for petty cash;
handles petty cash requirements and reimbursement of approved expenditures
for the Police Project.
6.
Assist the liaison of field Administrative
Assistance, PA or SPA in the field with admin/finance issue to ensure that
their Budget Request and Settlement are well attended and in line with IOM’s
SOP.
7.
Responsible for logistic and administrative
requirements for all workshops and other project-related activities.
8.
Coordinate with Logistic/Procurement related
to the assets handed by Jakarta and field staffs.
9.
Updating the project’s database as mentioned
in number 8, maintenance of files and important documents related to the
project activity, in close coordination with the National Police Project
staff at the IOM Jakarta office and other sub offices.
10. Assist in
the planning, coordination and arrangement for successful conduction of
mission events such as seminars/conferences, meetings, presentations, and
other activity: including necessary paper requirements, travel and hotel
arrangements, and trip itineraries when necessary.
11. Maintain
good relationships with Special Assistant of Kapolri, Kabaharkam,
Kadivhubinter and Kalemdikpol and other related Department/Unit as well as
the LO and Police Project’s Contact Persons in INP HQs, Polda Maluku dan
Polda Papua.
12. Perform
other clerical duties and responsibilities :
§ Answer and
forward as necessary In/Out phone calls and fax
§ 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 IOM Police Project staff accordingly
§ Make travel
arrangement for the PC and other IOM Police Project staff
§ Participate
in official meetings, appointments and travel as required.
§ Coordinate
with logistics re staff transportation to/from airport
13. Perform
such other duties as may be assigned
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IV.
Competencies
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The incumbent is expected to
demonstrate the following technical and behavioural competencies
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Behavioural
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(a) Takes responsibility
and manages constructive criticism; b) Works effectively with all clients and
stakeholders; c) Promotes continuous learning; communicates clearly; d)Takes
initiative and drives high levels of performance management; e)Plans work,
anticipates risks, and sets goals within area of responsibility; f)Displays
mastery of subject matter; g) Contributes to a collegial team environment; i)
Incorporates gender-related needs, perspectives, and concerns, and promotes
equal gender participation; j) Displays awareness of relevant technological
solutions; k) Works with internal and external stakeholders to meet resource
needs of IOM.
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Technical
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a)
Effectively applies
knowledge of relevant financial discipline
b)
Follows internal
control procedures to prevent fraud and mismanagement
c)
Ensures application
of institutional financial policies and guidelines
d)
Working knowledge of
finance, procurement, admin and HR rules
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V.
Education and Experience
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a) Indonesian
National
with good knowledge of, and experience in project administration and operational.
b) Diploma
Degree and relevant experience in Business Administration, Management,
accounting or any other relevant education.
c) Four years
of progressive experience in the same position or working with Capacity Building project.
d) Experience
working in humanitarian organization or foreign funded organization is
preferable.
e) Proficient
in computer applications, particularly MS Office.
f) Excellent
interpersonal skills.
g) Ability to
work with minimum supervision and work effectively in a team.
h) Ability to
prepare clear and concise reports and to analyse and interpret source
information and data.
i) Proven
client/service orientation and experience in liaising with external clients
from various sectors: private, government, international organizations, and
the like.
j) Experience
in preparing official documentation relating to administrative tasks and
functions.
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VI.
Languages
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Language: Thorough
knowledge of English and Bahasa Indonesia. Knowledge of local languages is an advantage.
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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 :
c) Detailed curriculum vitae, including historical
salary and minimum three referees (preferably former direct supervisors).
Please submit your
application through through http://www.iom.or.id/about.
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