INTERNATIONAL ORGANIZATION FOR MIGRATION JOB VACANCIES 2023
Open to Internal and External Candidates
- Reference No : SVN/ID10/2023/051
- Position Title : Project Administrative Assistant I (Immigration and Border Governance)
- Duty Station : Jakarta
- Organization Unit : Immigration and Border Governance
- Classification : G-4
- Type of Appointment : Special Short-Term Contract
- Report to : National Project Officer
- Estimated Start Date : As soon as possible
- Closing Date : 03 November 2023
Context:
Operational in Indonesia for more than 40 years, IOM Indonesia is one of the largest IOM 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 Governance and Resettlement and Voluntary Returns.
IOM’s Immigration and Border Governance (IBG) Division supports Member states in strengthening the policy, legislation, operational systems, human resources and administrative and technical structures required to respond more effectively to diverse migration and border management challenges. IBG project and activities are in line with IOM’s commitment to facilitate orderly, safe and regular migration and mobility.
Under the direct supervision of National Project Officer and the overall supervision of the Programme Manager, the project administrative assistant will be responsible for financial expenditure tracking, budgetary forecasts, financial reporting, and administrative support of the ‘Transcending Borders: Strengthening Coordination, Detection and Management of Migration-Related Transnational Organized Maritime Crime in Indonesia’ project.
Responsibilities and Accountabilities
- Provide administration-related assistance and regular support on admin, finance, and logistical matters with immigration and border governance/counter trafficking project team and other IOM staff, as well as with external stakeholders, to support implementation activities.
- Carry out all administrative and logistics arrangements for project activities such as meetings, trainings, workshops, awareness raising session, presentations, and other activities in coordination with relevant internal parties and in line with IOM procedures and processes, including necessary paper requirements, travel and hotel arrangements, travel authorization of staff and trip itineraries when necessary.
- Create and maintain an efficient filing system of all financial and other supporting documents for the project implementation.
- Track payment record, receive, verify and check all incoming invoices/official receipts for payments of project-related activities and verify that it has valid supporting documents; reconcile eligible project expenditures and commitments incurred under a project portfolio; handles petty cash requirements and reimbursement of approved project expenditures;
- Provide data for prompt and accurate financial tracking, financial record keeping and financial reporting for all project activities and verify all financial records are in accordance with IOM standards. This includes weekly PRF, payment, PO tracking, financial report, commitment tracking report, daily operational balance, tracking sheet, and report on overspent and underspent items, among others;
- Provide data for financial projections, for the appropriate and efficient use of budget. This includes forecast of future non-cost extension, weekly summary report, among others;
- In coordination with the National Project Officer and Programme Manager, prepare budget for project activities, control budget and analyze variances between budget and actual expenditures;
- Monitor cash advance requests and outstanding amount of project staff and ensure that all settlements are submitted in timely manner. Follow up with staff when required.
- Attend to online/in-person trainings, staff development opportunities on relevant admin, finance, procurement matters
- Perform any other duties as may be assigned, including duty travel.
Required Qualifications and Experience
Education
- University degree in Business Administration, Finance, Management, Accounting or related field from an accredited academic institution with at least 2 (two) years of relevant professional experience; or
- Completed high school degree with at least 4 (four) years in relevant work experience.
Experience
- Indonesian national with good knowledge of, and experience in project administration implementation and operational;
- Working experience in UN agencies will be preferable;
- Have relevant training and field experience, specifically in IOM accounting systems
- Basic knowledge on project management is desirable.
Skills
- Attention to detail;
- Have ability to manage workload within general schedule of work, instructions and standard practices;
- Demonstrated ability to work in a multicultural, multi-ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds;
- Knowledge of IOM accounting systems, software and procedures a distinct advantage;
- Ability to prepare clear and concise reports and to analyze and interpret source information and data;
- High level of computer literacy is required especially database and spreadsheet; knowledge of IOM computerized accounting systems is an advantage;
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 Success Factors including three referees (preferably former direct supervisors).
- Please submit your application through . The deadline for applications is 03 November 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