Project Assistant (SVN/ID10/2013/078)

International Organization for Migration (IOM) Indonesia is looking for a Project Assistant, according to the terms of reference below:

Project Assistant (SVN/ID10/2013/078)
Jakarta Raya

Responsibilities:

ORGANIZATIONAL CONTEXT AND SCOPE
Under the direct supervision of the Project Manager and the overall supervision of Deputy Chief of Mission, the Project Assistant will be responsible in providing assistance in project activities and administration.

RESPONSIBILITIES AND ACCOUNTABILITIES

    Provide simultaneous administration-related tasks to Project Manager.
    Draft outgoing letters, documents concerning Project’s activities.
    Maintain security and confidentiality of information and documents as instructed.
    Facilitate contacts between ICC or other project staff based in Jakarta or field staffs, and other parties as deemed necessary in the course of the work.
    Updating the project’s database & maintenance of files & important documents related to the project activity, in close coordination with IOM Jakarta office and other branch offices.
    File, Update, AVR applications, make contact with migrants and keep them updated.
    Keep track of Consultants contract, visas and travels.
    Perform other duties and responsibilities assigned by Project Manager, i.e.:
    Answer and forward as necessary In/Out phone calls, faxes, emails
    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 PM staff accordingly
    Make travel arrangement for Consultants
    Coordinate with logistics re staff transportation to/from airport
    Arrange flights, accommodation and logistics for consultants and embassy staff.
    Liaise with respective embassies in relation to AVR applications.
    Receive; respond to correspondences from respective embassies.
    Liaise with IOM missions abroad in relation to IOM consultants and their schedule.
    Confirming a guardian will receive a minor who is willing to return to their home country.
    Liaise with the Australian embassy related to refugee resettlement cases
    Perform such 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


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

    Proactively develops new ways to resolve problems


Leadership and Negotiation

    Convinces others to share resources
    Presents goals as shared interests


Performance Management

    Provides constructive feedback to colleagues
    Provides fair, accurate, timely, and constructive staff evaluations
    Uses staff evaluations appropriately in recruitment and other relevant HR procedures


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


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
    Effectively applies knowledge of migration issues within organizational context
    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


Technical

Delivers on set objectives in hardship/difficult situations.
Effectively coordinates actions with other implementing partners.


EDUCATION AND EXPERIENCE

    Diploma degree (D3) in Business Administration, Management or and relevant field. A university degree in any of these fields will be highly regarded.
    At least four years of experience in project administration, financial, and logistics/Procurement in International Organization
    Familiarity with IOM’s administration and project coordination functions.
    Experiences in areas related to the work of humanitarian matters. Experience gained from working in the UN an advantage.
    Knowledge in assisting emergency operations activities;
    Proven ability to interact effectively with government official/local authorities is essential.
    Proficient in computer applications: Ms-Office




LANGUAGES

    Fluency in English and Bahasa Indonesia, both oral and written

Reference No. : SVN/ID10/2013/078
Position grade: General Service Staff, Grade 4
Base Salary : IDR 9.266.750 per month
Seniority band: Band IV
Type of Contract:

    Special All Inclusive Contract for 6(six) months, with possibility of extension. The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged




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).



Pleasesubmit your application through
http://www.iom.or.id/about.jsp?lang=eng


or send email to by email
rindonesia@iom.int


2 positions available

The deadline for applications is 19 July 2013.



Only applicant who meet the above qualification will be considered and for those who have applied for the same position previously need not to re-apply.