I. POSITION INFORMATION
Reference No.
Position title
Position grade
Base Salary
Duty station
Type & duration of Contract SVN/ID10/2014/026
Administrative Coordinator
General Service Staff / G-5
IDR 12,418,167
Jakarta
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:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation Band III
Support
Department of Resources Management (DRM)
tba
tba
n/a
Reporting directly to Senior Resources Management Officer
Overall supervision by Chief of Mission
Managerial responsibility No
Directly reporting staff 0
II. ORGANIZATIONAL CONTEXT AND SCOPE
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.
Under the overall supervision of the Chief of Mission (COM), and direct supervision of the Senior Resources Management Officer (SRMO), and in close coordination with Resources Management Officer (RMO) and Senior Procurement Assistant, the successful candidate will be accountable and responsible for providing administrative support and common services (COS) relates to Office Administration, Fleet/Security Management, Asset/Inventory Management, Office cleaning and front desk/reception in IOM Indonesia.
III. RESPONSIBILITIES AND ACCOUNTABILITIES
1. Assist the Senior Resources Management Officer to supervise & conduct the overall common service activities within the Jakarta office and other sub-offices in Indonesia in regard of Office Administration, Fleet/Security, and Asset/Inventory Management.
2. Ensure that the office premises are well-maintained (e.g. general maintenance, office equipment, housekeeping, security, payment of utility charges, and coordination with building management). Responsible for the maintenance and repair of office facilities and equipment including preventing maintenance.
3. Responsible for needs assessment, procurement and disposal of office furniture and equipment in coordination with Sr. Procurement and Sr. IT Assistants.
4. Arrange reception and housekeeping services for the IOM Jakarta Office; Supervise/assign the receptionist and cleaners to their daily tasks and missions.
5. Centralize all incoming and outgoing correspondence, both internal and external; keep a written record of the mail pouch and documents that are sent or received by IOM Jakarta office from the various IOM sub-offices as well as other internal and external parties.
6. Handle the petty cash account and execute cash payments ensure proper documentation, maintain sufficient level of cash at all times and prepare the cash certificate at the end of each month.
7. Handle all agreements and updated database in regard of common services in Indonesia: leases, insurances, maintenance services, cleaning, security and fleet (rent of vehicles).
8. Coordinate the work of Fleet Assistant:
- Certify that the logbooks are duly filled and information is properly maintained by drivers under supervision of Fleet Assistant; verify mileage log and gasoline consumption.
- Randomly check if maintenance is required on the vehicles and make sure that the vehicles are in good working condition;
- Certify monthly fleet report of the Mission
- Insure timely extension of rent agreement of vehicles needed for the mission, as well as insurance for IOM owned vehicles.
9. Ensure that IOM security requirements are accomplished and properly coordinated with the IOM Security Focal Point
10. Coordinate work of Asset Management Assistant, who is responsible for warehouse, assets movement, record keeping, and update of assets inventory, conditions and disposal.
11. Liaise with the Project Managers, Heads of sub-offices and other staff regarding the services requested in order to consolidate overall missions’ common service requirements.
12. Implement internal controls mechanisms to safe guard the Organizations assets and prevent fraud.
13. Ensures effective administrative and logistical support in connection with Common Service, focusing on achievement of the following results:
- Organization of shipments, customs clearance arrangements, preparation of documents for Common Services shipments (received/sent),
- Support to organization of procurement processes including preparation of RFQs, RFPs documents, receipt of quotations
- Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by Common Services staff and keeping a log of distribution.
- Maintenance of the filing system ensuring safekeeping of confidential materials
14. Perform such other duties as may be assigned
IV. COMPETENCIES
The incumbent is expected to demonstrate the following technical and behavioural competencies
Behavioural
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.
Technical
a) Effectively applies specialized knowledge of logistics and procurement to timely source goods and services
b) Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM
c) Proficient in computer applications
V. EDUCATION AND EXPERIENCE
a) Indonesian National with good knowledge of, and experience in logistics and administration. Areas
b) University Degree in Business Administration, Public Administration, Office Management Economics, Social Sciences or other relevant fields of study
c) At least 5 (five) years of working experience in logistics, office administration, fleet management, asset/inventory management or related field of work;
d) Prior experience with the UN system or an international organization and NGO is an advantage.
e) Strong analytical, planning and people management skills.
f) Ability to prepare clear and concise reports
VI. LANGUAGES
Language: Thorough knowledge of English and Bahasa Indonesia
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.
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.
Only applicant who meet the above qualification will be short-listed
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