I. POSITION INFORMATION
Reference No.
Position title
Position grade
Base Salary
Duty station
Type of Contract SVN/ID10/2014/097
Temporary Project Administrative Assistant
General Service Staff, Grade G4
IDR 9,461,250 per month
Jakarta (Based in Directorate General of Immigration, Kuningan)
Special Short Term Contract for 4 (four) months, with the possibility of extension. The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged
Reporting directly to National Programme Officer
Overall supervision by Deputy Chief of Mission
Estimated Start Date As soon as possible
Closing date 06 November 2014
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 direct guidance supervision of the National Programme Officer and overall supervision of the Deputy Chief of Mission, and in close coordination with Department of Resources Management Unit and other relevant unit in the mission, the Administrative Assistant will be responsible for providing clerical, reporting and statistical preparation to the IOM liaison office in Director General of Immigration to assist the Regional Cooperation Agreement.
III. RESPONSIBILITIES AND ACCOUNTABILITIES
1. Assist administrative duties for the Imigrasi Liaison Office in coordination with National Programme Officer, Admin Assistant and other related unit to ensure that all administrative and logistics arrangements 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.
2. Responsible reimbursement of approved weekly and monthly expenditures as well as coordinate with finance in relation to payment reimbursement from Imigrasi Detention Centre Nationwide.
3. Responsible for logistic, administrative, procurement requirements for Imigrasi Liaison Office.
4. Drafting letters and developing materials needed to assist DIRGEN Imigrasi related to handling of irregular migration.
5. Maintain regular liaison with Officials at the Directorate General of Imigrasi with a primary focus on the Director of Enforcement and Investigation, the Assistant Directors all Imigrasi staff in these areas.
6. Draft correspondence for projects; compile agenda, minutes of meetings and related documentation.
7. Provide translations and interpretation as needed (English-Indonesian & vice versa) as needed.
8. Provide specialized administrative assistance as necessary, maintain the filling system, incoming and outgoing letter and other supporting documents.
9. To manage meetings, workshops and functions related to the projects.
10. Assist in the planning, coordination and arrangement for successful conduction of mission events such as seminars/conferences, meetings, presentations, and other activity: including logistics/administrative and other necessary paper requirements, travel and hotel arrangements, and trip itineraries when necessary.
11. Updating the project’s database, maintenance of files and important documents related to the program activity, in close coordination with other relevant unit and other sub-offices.
12. Follow up and maintain coordination with necessary institutions/ministries and/or other authorities, if and when requested, and in close coordination with the National Officer
13. Perform 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 coordinates actions with other implementing partners
b) Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives
c) Ability in preparing official documentation relating to procurement, administration, finance and security.
d) Follows internal control procedures to prevent fraud and mismanagement.
e) Ensures application of institutional financial policies and guidelines
V. EDUCATION AND EXPERIENCE
a) Indonesian National with Diploma Degree in Business Administration, International Relation, Management, preferably in Accounting or Finance. University Degree in this field will be an advantage.
b) At least four years of related working experience in project administration, Administration/financial, and logistics/Procurement in International Organization.
c) Experienced working in a Country representatives/embassies and knowledge with Government Protocol is a plus.
d) Excellent computer skill (word-processing, spread-sheet, database, e-mail exchange), Advanced knowledge of MS Excel for data analysis and statistical reporting.
e) Proven ability to prepare comprehensive and timely report
f) Ability to provide creative solutions, establish priorities and undertake assigned tasks with minimum supervision.
g) Good written and spoken communications skills
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 :
www.iom.or.id/sites/default/
c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit your application through jobstreet or send by email to recruitment-indonesia@iom.int, indicating the reference code above (SVN/ID10/2014/097) as subject. Only applicant who meet the above qualification will be short-listed
The deadline for applications is 06 November 2014
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