SVN/ID10/2013/078 - Project Assistant

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

 

I. Position Information
Reference No. Position title Position grade Base salary Duty station Type of Contract	SVN/ID10/2013/078 Project Assistant General Service Staff, Grade 4 IDR 9.266.750 per month  Jakarta, Indonesia Special All Inclusive Contract for 3 (three) 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 IV Migration ICC Unit tba tba tba
Reporting directly to	Project Manager (PM)
Overall supervision by	Deputy Chief of Mission
Managerial responsibility	No
Directly reporting staff	0

 

II. 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.

 

III. Responsibilities and Accountabilities

1.           Provide simultaneous administration-related tasks to Project Manager. 2.           Draft outgoing letters, documents concerning Project’s activities. 3.           Maintain security and confidentiality of information and documents as instructed. 4.           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. 5.           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. 6.           File, Update, AVR applications, make contact with migrants and keep them updated. 7.           Keep track of Consultants contract, visas and travels. 8.           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   9.       Arrange flights, accommodation and logistics for consultants and embassy staff. 10.   Liaise with respective embassies in relation to AVR applications. 11.   Receive; respond to correspondences from respective embassies. 12.   Liaise with IOM missions abroad in relation to IOM consultants and their schedule. 13.   Confirming a guardian will receive a minor who is willing to return to their home country. 14.   Liaise with the Australian embassy related to refugee resettlement cases 15.   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   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 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

 

Technical

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

V. Education and Experience

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

 

VI. Languages

Fluency in English and Bahasa Indonesia both written and spoken is required.

 

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.jsp?lang=eng&pgs=nl&file=phform.xls

c)      Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).

 

Please submit the application through http://www.iom.or.id/about.jsp?lang=eng or send by email  to recruitment-indonesia@iom.int, indicating the reference code above (SVN/ID10/2013/078)  as subject. The deadline for applications is 20 November 2013.

 

 

Only applicant who meet the above qualification will be short-listed