International Organization for Migration (IOM) Indonesia is looking for an Administrative Assistant according to the terms of reference below.
Reference No : SVN/ID10/2012/047
Position Title : Administrative Assistant
Classification : General Service Staff, Grade 5
Duty Station : Jakarta – Indonesia (To be based in Directorate General of Immigration,
Kuningan-Jakarta)
Type of Contract : Special All Inclusive Contract, 3 months, with possibility of extension (The first three months will be considered as probation period. The tenure of contract of internal candidate holding a Fixed Term contract will remain unchanged).
General Functions:
Under the direct guidance supervision of the National Programme Officer and overall supervision of the Deputy Chief of Mission, and in close coordination with Department of Resources Management Unit and other relevant unit in the mission, the Administrative Assistant will be responsible for providing clerical, reporting and statistical preparation to the IOM liaison office in Director General of Immigration to assist the Regional Cooperation Agreement. In particular, he/she will :
1. Lead administrative duties for the Imigrasi Liaison Office in coordination with National Programme Officer, Project Assistant II and other related unit to ensure that all administrative and logistics arrangements are carried out efficiently and effectively and that requests for payment due to service providers and local suppliers are accurate and necessary. This also includes receiving, verifying and checking all incoming invoices/official receipts for payments of project-related activities and ensuring that it's provided by the valid supporting documents.
2. Responsible for managing petty cash; handle petty cash requirements and reimbursement of approved weekly and monthly expenditures as well as coordinate with finance in relation to payment reimbursement from Imigrasi Detention Centre Nationwide.
3. Responsible for logistic, administrative, procurement requirements for Imigrasi Liaison Office.
4. Drafting letters and developing materials needed to assist DIRGEN Imigrasi related to handling of irregular migration.
5. Maintain regular liaison with Officials at the Directorate General of Imigrasi with a primary focus on the Director of Enforcement and Investigation, the Assistant Directors all Imigrasi staff in these areas.
6. Draft correspondence for projects; compile agenda, minutes of meetings and related documentation.
7. Provide translations and interpretation as needed (English-Indonesian & vice versa) as needed.
8. Provide specialized administrative assistance as necessary, maintain the filling system, incoming and outgoing letter and other supporting documents.
9. Attend meeting when requested by National Programme Officer.
10. To manage meetings, workshops and functions related to the projects.
11. Assist in the planning, coordination and arrangement for successful conduction of mission events such as seminars/conferences, meetings, presentations, and other activity: including logistics/administrative and other necessary paper requirements, travel and hotel arrangements, and trip itineraries when necessary.
12. Updating the project's database, maintenance of files and important documents related to the program activity, in close coordination with other relevant unit and other sub-offices.
13. Identify issues affecting efficient process delivery and recommend remedial actions
14. Undertake other duties that maybe assigned from time to time are commensurate to the position
Desirable Competencies
Technical
a). Knowledge in assisting emergency operations activities; b). Proven ability and experience in liaising with Government Departments/Authorities and other international organizations; Experienced working in a Country representatives/embassies and knowledge with Government Protocol is a plus. c). experience in preparing official documentation relating to procurement, administration, finance and security. d). Proficient in computer application (MS Office, etc).
Behavioral
a). Ability to prepare clear and concise reports; b). Excellent in verbal communications skills in English and Bahasa Indonesia is a must; c). Proven effective organizational skills and abilities to establish priorities and plans; d). Ability to work under pressure and cope with deadlines; e). proven communication skills and good interpersonal skills; f). Accountable, high loyalty and ability to work with a minimum supervision as well as in a team; g). Ability to work effectively and harmoniously with colleagues from varied cultures and professional background.
Desirable qualifications:
Education & Experience:
University in Business Administration, Management, preferably in Accounting or Finance. At least five years of experience in Administration/financial, and logistics/Procurement in International Organization.
Language :
Fluency in English and Bahasa Indonesia, both oral and written
HOW TO APPLY
Interested candidates are invited to send the application, 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=pcmain&file=phform.xls
c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit the application by email to recruitment-indonesia@iom.int indicating the reference code above as subject.
The deadline for applications is 22 June 2012
Due to the expected volume of applications, only candidates under positive consideration will be notified
for more detail info about us, please visit www.iom.or.id.
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