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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/ID10/2013/081
Human Resources Assistant I
G4
IDR 9,266,750
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.
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Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation
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Band IV
Human Resources
Department of Resources Management (DRM) - IOM
Jakarta
tba
tba
tba
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Reporting directly to
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Senior HR Assistant
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Overall supervision by
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Senior Resources Management Officer
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Managerial responsibility
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No
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Directly reporting staff
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0
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II.
Organizational Context and Scope
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Under the direct supervision of the Senior HR Assistant
and overall supervision of Senior Resources Management Officer (SRMO), the
incumbent will provide assistance in human resources activities for IOM
Mission in Indonesia. S/he will be working in close coordination with all DRM
and projects/ operational units.
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III.
Responsibilities and Accountabilities
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1.
Provide assistance in recruitment
process of national staffs for Jakarta and sub-offices: post the vacancy
notice, keep and save all the applications letter in HR folders, do the
long-listing and submit the long-listed application to the concerned unit;
arrange interviews of candidates; assist to carry out reference checks for
short-listed candidates; arrange for
security training/briefing and medical examination for incoming staff.
2.
Provide assistance in monitoring
and preparing national staff contract including consultant and their entitlements
(including
to ensure the corresponding upgrades and salary increments), assist for the distribution of national staff contract
documents.
3.
Keep record of activities serviced by the
Human Resources unit, classify materials for filing and coordinate with the
colleagues in the unit for proper filing. Establish
and maintain personnel files (contracts, Personnel Actions (PAs), personal
data, supporting documents, etc) of national staff, consultants/interns
(Jakarta office) and all international staff in the mission.
4.
Keep track on national staff
attendance, leave and working hours records in Jakarta and Sub-offices. If
needed, coordinate with Administrative and HR Assistant I to keep track on
the staff records in sub-offices.
5.
Maintain and update Staff
Database, prepare Staff Count weekly and monthly report and UN Quarter List.
6.
Prepare and distribute IOM
Official ID card for all staff in Jakarta and sub-offices.
7.
Facilitate Medical Service Plan
(MSP) application, participation and claim administration by
forwarding all relevant documents to HCPU Manila.
8.
Prepare the personnel action for
authorized MSP admission, maintain record and update the Medical Service Plan
(MSP) participation
list in monthly basis and prepare monthly report to
be submitted to Health Claim Processing (HCP) in Manila.
9.
Facilitate national staff MSP
reimbursement and claim that authorized by HCPU, including prepare
and submit the payment request to Finance Unit for the reimbursement and process hospital direct payment approval and
administration as well as ensure that the payment is carried out on
the current month.
10.
Coordinate with other HR
colleagues to handle administration of national staff entry, annual and exit
medical examinations.
11.
Assist the preparation supporting documents
for payroll processing for National Staffs
12.
In close coordination with HR Assistant (Staff
Development & Training), provide support and assistance in arranging
staff training and learning
events at IOM Mission in Indonesia.
13.
In the absence of Front Desk/Administrative
Assistant, provide back up to perform the receptionist task.
14.
Perform such other duties as may be assigned.
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IV. Competencies
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The incumbent is expected to
demonstrate the following technical and behavioural competencies
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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 knowledge of relevant
Human Resources theories and practices, and recognizes their application
within existing IOM processes
b) Delivers Human Resources solutions customized to the needs of IOM
c) A combined
knowledge in office and human resources administration.
d) Proficient
in computer applications
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V.
Education and Experience
a) Indonesian
National
with good knowledge of, and experience in human resources and administration.
b) Diploma
Degree in Human Resources, Business Administration, accounting or
alternatively, a combination of relevant experience in these fields, University
Degree is advantage.
c) At least
minimum four years of experience in human resources and administration
d) Previous
experience in an administration unit at an international organization is an
advantage.
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VI. Languages
Fluency in English and
Bahasa Indonesia both oral and written is a must.
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 the application
through http://www.iom.or.id/about.
Only applicant
who meet the above qualification will be short-listed
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