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I.
Position Information
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Reference No.
Position title
Position grade
Base Salary
Duty station
Type of Contract
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SVN/ID10/2014/103
Administrative, Finance & Logistical
Coordination Assistant
General Service Staff, Grade 5
IDR 12,678,917 per month
Jakarta
Special Short Term Contract, nine months with the
possibility of extension until end of project (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.
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Organizational Unit
Estimated Start Date
Closing date
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Coordination and Outreach Migration Management
Support through IOM Satellite Sites (COMMSAT) Project – IOM Jakarta,
Indonesia
As soon as possible
07 January 2015
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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.
Under the overall and direct supervision of
the COMMSAT Project Manager and the overall supervision of the Deputy Chief
of Mission, the position will be responsible for providing administrative,
finance, and logistical oversight for COMMSAT and IOM Indonesia technical
cooperation and capacity building activities, with additional support to
Regional Cooperative Agreement (RCA) Statistics and Reporting Unit.
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III.
Responsibilities and Accountabilities
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1.
Maintain regular coordination on admin, finance, and
logistical matters with project team
and other IOM staff, as well as with external stakeholders, to ensure that
all the activities under COMMSAT run appropriately
2.
Lead and provide inputs on the administratorship, finance,
and logistical coordination duties of all the activities under COMMSAT
3.
Provide assistance to the PM in terms of planning and
moving plans forward, on the admin, finance, and logistical coordination side
4.
Provide assistance and backup on database administration
function within Regional Cooperation Arrangement (RCA) Statistics and
Reporting Unit, as may be assigned by COMMSAT Project Manager
5.
Generate migrant statistical data sets, as required,
inclusive of statistical analysis.
6.
Maintain project document filing and tracking for all
project related issues, for all
completed, ongoing and planned activities under COMMSAT
7.
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 COMMSAT as well as coordinate
with finance in relation to budget tracking for various activities.
8.
Maintain security and confidentiality of information and
documents as instructed.
9.
Perform other duties and responsibilities assigned by PM,
i.e.:
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Answer and forward as necessary In/Out phone calls and fax
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Receive/send and distribute In/Out mail
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Keep a log book of all In/Out phone calls, fax and mail
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Make travel arrangement for all COMMSAT staff
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Participate in official meetings, appointments and travel
as required.
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Coordinate with logistics re staff transportation to/from airport
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Any other duties.
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The incumbent is expected to
demonstrate the following technical and behavioural competencies:
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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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a)
Effectively applies knowledge of relevant financial discipline
b)
Develops / follows internal control procedures to prevent fraud and
mismanagement
c)
Ensures application of institutional financial policies and guidelines
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V.
EDUCATION AND QUALIFICATION
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a)
Indonesia National with good
knowledge of, and experience in project implementation and operational
b)
University degree in Economics,
Management, Business and Counseling, Social Science (International Relations,
Politics, Public Policy, among others)
c)
Knowledge in assisting
administration, finance, and logistical coordination activities
d)
At least five years of work
experience related to the position’s terms of reference
e)
Proficient in computer
applications. Knowledge on database administration is considered an advantage
f)
Familiarity with assisting
capacity building activities
g)
Ability to prepare clear and
concise reports in English
h)
Excellent written and spoken
communications skills
i)
Ability to work with minimum
supervision.
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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 jobstreet
or send by email to recruitment-indonesia@iom.int, indicating the reference code above (SVN/ID10/2014/103) as subject. Previous applications received for the position of Coordination/Training
Assistant (SVN/ID10/2014/088) and Administrative Assistant (SVN/ID10/2014/089)
will be considered active.
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