INTERNATIONAL ORGANIZATION FOR MIGRATION JOB VACANCIES 2023
Open to Internal and External Candidates
- Reference No: SVN/ID10/2023/020
- Position Title: Project Administrative Assistant I
- Duty Station: Aceh
- Organization Unit: Disaster, Climate, and Resilience Division
- Classification: G-4
- Type of Appointment: Special Short-Term Contract
- Report to: Programme Assistant III
- Estimated Start Date: As soon as possible
- Closing Date: 12 May 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.
IOM’s DCR programme include in preparedness and prevention as well as in emergency response. For that IOM works alongside and contributes to strengthening the capacity of government partners and local and international counterpart including support to the national and local cluster system particularly the National Cluster on Displacement and Protection (Klasnas PP) including in supporting the Camp Coordination and Camp Management (CCCM) cluster where globally, IOM is one of the lead agencies.
Under the overall supervision of National Project Officer and direct supervision of Programme Assistant III, the project administrative assistant will support the IOM Indonesia team with the administrative work based on the IOM procedure to support activities on temporary shelter.
Responsibilities and Accountabilities
- Under the supervision of the Project Assistant III and DCR National Officer, perform administrative coordination of camp management and project field activities, liaison with Finance and Procurement units in Jakarta and Medan Offices and external parties to initiate requests, obtain necessary clearance, process and follow-up on administrative action;
- Carry out all procurement activities through PRISM (SAP) system and ensure the proper IOM procurement administrative procedures are implemented and strictly adhered including but not limited to receive, review and process purchase and payment documents as well as arrange meetings with vendors.
- In close coordination with Field Assistants update field procurement plan and ensure all good and services are ready in timely manner in accordance to IOM policy and procedures.
- Support logistics preparations for project activities on field especially for refugee movement within Aceh province and to other provinces following IOM procurement policy and procedures.
- In close coordination with Finance unit in Medan and Jakarta offices ensure that all field project financial documents are properly documented and entered in PRISM in a timely manner and ensure that all administrative financial procedures are carried out according to IOM policy and procedures.
- Provide administrative report to Jakarta office as necessary and providing clerical assistance related to project need.
- Maintain consultant attendance and leave record and coordinate with HR Jakarta time for payroll purposes.
- Perform other related duties as assigned.
Required Qualifications and Experience
Education
- University Degree in accounting, business administration, economy, management from an accredited academic institution with 2 (two) years of experience.
Experience
- Experience in humanitarian or development programmes targeting migrants.
- Experience working in administrative area.
- Familiar with accounting system (SAP, ATLAS, Oracle) software and procedures are a distinct advantage.
Skills
- Excellent administrative work, including coordination with finance and procurement team.
- Able to use MS Excel and MS Word.
- Excellent interpersonal skills.
- Respect for diversity.
- Excellent organizational skills: ability to meet deadlines and work under pressure.
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:
- Cover letter, clearly specify suitability and availability date, followed by your updated curriculum vitae / resume.
- Complete Candidate Profile in SuccessFactors including three referees (preferably former direct supervisors).
Please submit your application through . The deadline for applications is 12 May 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