I. POSITION INFORMATION
Reference No.
Position title
Position grade
Base Salary
Duty station
Type & duration of Contract
SVN/ID10/2014/033
Administrative Assistant (Fleet and Security Administration)
General Service Staff, Grade 4
IDR 9,266,750 per month
Jakarta
Special All Inclusive Contract for 6 (six) months, 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
Support
IOM Jakarta
tba
tba
n/a
Reporting directly to
Common Services Coordinator
Overall supervision by Senior Resources Management Officer
Managerial responsibility No
Directly reporting staff 5-10 Drivers
II. ORGANIZATIONAL CONTEXT AND SCOPE
Under the guidance and direct supervision of the Common Service Coordinator and overall supervision of the Senior Resources Management Officer (SRMO), the incumbent will be responsible for coordination of fleet, logistics and security/safety activities IOM Mission in Indonesia.
III. RESPONSIBILITIES AND ACCOUNTABILITIES
Fleet:
1. Assist Common Services Coordinator in coordination and management of fleet and logistics activities, and supervision of drivers in Jakarta and its sub-offices.
2. Prepare regular reports and analysis on fleet operational activities in Indonesia including the fuel usage, vehicle running cost and maintenance, insurance, and cost. Responsible for vehicle legal documents.
3. Responsible for financial transaction related to the fleet. Ensure that all financial related transactions are recorded in the data base and copies are kept in a stand-alone folder.
4. Responsible to maintain and monitor the contracts for rental vehicles and liaise with service providers to ensure that services are provided in accordance to signed agreements.
5. Based on requirements and in coordination with procurement unit prepare and extend contracts for rental of vehicles and insurances for IOM vehicles.
6. Coordinate with Common Services Coordinator on fleet operational activities and advice on necessary improvement.
7. Conduct regular staff meetings with all drivers to discuss and analyse activities and efficiency of the unit.
8. Liaise with appointed staff members at sub offices to ensure that number of rented vehicles is in line to the requirements and available funds, as well as ensure that the management of the vehicles is in line to relevant mission policy.
9. Review and analyse vehicles log books and fleet expenses.
10. Manage taxi vouchers for IOM staff in Jakarta.
11. Responsible to provide vehicles for movement in coordination with project staff in Jakarta and IOM Service Provider
Security & Safety:
12. Assist the Common Service Coordinator in implementation of IOM and the United Nations Department of Safety and Security (UNDSS) policies and procedures in accordance with the Memorandum of Understanding (MoU).
13. Serve as security administrative focal point for IOM Jakarta, ensure new staffs obtain a basic & advance security certificate, UN ID card, request security clearance in a timely manner and arrange security briefing for new staff arriving in Jakarta including to arrange security meetings.
14. Responsible for financial transaction related to the Security services. Ensure that all financial related transactions are recorded in the data base and copies are kept in a stand-alone folder.
15. Maintain comprehensive security related data base and plans, including warden plan, BCP, communication list and inventory and any others related to security.
16. Maintain updated copies of field offices information including and not limited to number of staff, office location, securities related information (UNDSS, security guards), lease period, and insurance. This will entail regular coordination with field offices.
17. Attend UNDSS security meetings and liaise with Staff Security Unit (SSU).
18. Coordinate with the security service providers in provision of security services for IOM offices in Indonesia.
Other:
19. Serve as back up of other team member of Common Services during his/her absence.
20. Perform other duties as may be assigned.
IV. 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
a) Effectively applies specialized knowledge of administration, office management, logistics and fleet 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) Anticipates and prepares adequate responses to matters affecting administration, management, fleet
d) A comprehensive understanding of the concepts, mandate and operational system of a administrative / fleet unit
e) Knowledge of various analytical techniques and the process of analysing and grading sources of information, related to administration and office management
f) Proficient in computer applications,
V. EDUCATION AND EXPERIENCE
a) Indonesian National with good knowledge of, and experience in general administration, logistics and fleet or related areas
b) Diploma Degree or tertiary level qualifications in general administration, management, finance, logistics, fleet or related areas
c) At least 4 (four) years of working experience in office management / administration, logistics and fleet preferably;
d) Prior experience with the UN system or an international NGO is desirable.
e) Other Skills and Requirements:
• Solid computers skills;
• Ability to travel;
• Physically fit
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.
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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