Vacancy at IOM – Human Resources Clerk (Database Management), Jakarta – SVN/ID10/2023/040 REISSUED

 

Open to Internal and External Candidates

Reference No. : SVN/ID10/2023/040 REISSUED
Position Title : Human Resources Clerk (Database Management)
Duty Station : Jakarta
Organization Unit : Resource Management Unit
Classification : G-3
Type of Appointment : Special Short-Term Contract
Report to : National Human Resources Officer
Estimated Start Date : As soon as possible
Closing Date : 06 October 2023

 

Context:

Operational in Indonesia for more than 40 years, IOM Indonesia is one of IOM’s large missions in the world working on a wide range of activities in partnership with the Government of Indonesia, civil society, private sector actors, migrants and communities. IOM Indonesia is engaged in several thematic areas, including: Counter-Trafficking Labour Migration/Labour Mobility and Social Inclusion (CT-LM/LMSI), Disasters, Climate and Resilience (DCR), Immigration and Border Governance (IBG), Refugee Care, Migration Health, Migration Policy and Data Hub, and Resettlement and Voluntary Returns.

The Resources Management Unit will contribute to the monitoring and supporting the budgetary financial, human resources and other administrative functions to ensure quality, effective and efficient resources management of the Country Office. Under the overall guidance of the Head of Resources Management Unit and the direct supervision of the National Human Resources Officer, the incumbent will provide assistance in administering database and the clerical aspect of Human Resources Unit’s operational and Database of Human Resources Unit.

 

Responsibilities and Accountabilities

1. Assist in the retrieval, drafting and formatting of reports, letters, notes and other Human Resources-related correspondence as directed, including attending staff request for Certification of Employment;
2. Arrange induction schedule for new hire and supporting National Human Resources Officer (NHRO) to prepare evaluation survey for HR induction every quarter and prepare draft of new hire staff announcement on monthly basis for NHRO review;
3. Provide monthly reports for staff movement, HR statistic, UN Data statistic, Security Data, Resources Management dashboard;
4. Verify data for UN ID as submitted by staff member for NHRO approval;
5. Perform the role of Time-keeper in PRISM; maintain, update and reconcile leave quotas based on supporting documentation; generate and edit leave-related reports; respond to general questions concerning leave administration; guide staff on request and approval procedure in PRISM;
6. Support HR Assistant III to perform assigned role(s) in PRISM HR, paying special attention to data consistency and accuracy for new hire and extension of staff, distributing to staff member and keep track and file the signed documents;
7. Act as focal point to maintain orderly personnel files of staff and other documents in the Human Resources Unit (electronic and/or hard copies)  referring to Mission HR Efilling SOP, maintain confidentiality of the documents;
8. Act as the Focal point for Travel Request registration;
9. Provide support to cover Front Desk task and other HR clerks task when the incumbents are on leave;
10. Perform other related duties as assigned.

 

Required Qualifications and Experience

Education

• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with one year of relevant professional experience.

 

Experience

• Experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage;
• Prior working experience as a human resource administration.

 

Skills

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
• Previous experience in SAP is a distinct advantage;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient.

 

Languages

Fluency in English and Bahasa Indonesia, both written and spoken.

 

Competencies
The incumbent is expected to demonstrate the following values and competencies:

VALUES – All IOM staff members must abide by and demonstrate these five values:

Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.

Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Courage: Demonstrates willingness to take a stand on issues of importance.

Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

CORE COMPETENCIES – Behavioural indicators – Level 1

Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.

Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.

Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.

Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment, verification of Education certificate and security clearances.

IOM applies local United Nations Salary Scale.

 

How to apply:

Interested candidates are invited to submit their applications in ENGLISH, with:

1. Cover letter, clearly specify suitability and availability date, followed by your updated curriculum vitae / resume.
2. Complete Candidate Profile in SuccessFactors including three referees (preferably former direct supervisors).

Please submit your application through this link. The deadline for applications is 06 October 2023. Candidates applying for this vacancy are required to declare whether they have relatives already working for IOM.

Only applicant who meets the above qualification will be considered