International Organization for Migration (IOM) Indonesia is looking for a Receptionist/Administrative Assistant according to the terms of reference below.
Reference No : SVN/ID10/2012/058
Position Title : Receptionist/Administrative Assistant
Classification : General Service Staff, Grade 4
Duty Station : Jakarta – Indonesia
Type of Contract : Special All Inclusive Contract, 6 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 Function
Under the direct supervision of the Senior Resources Management Officer and in close coordination with relevant unit in the mission, the incumbent will perform the following functions:
Receive and greet visitor to the organization; ascertain the visitors' wants and direct them to the person or entity called upon;
Answer calls, provides basic information (either by callers or visitors), and re-routes telephone calls, responds to routine inquiries and keeps record of important calls and visits;
Receive, screen and ensure that all IOM incoming and outgoing mails/faxes which includes preparation of airway bill and pro forma invoice, is delivered in a timely manner;
Ensure that the reception area is clean, staffed and organized at all times during business core hours;
In Coordination with the HR Unit and Procurement/Logistics Unit maintain an updated staff contact lists, emergency numbers and various agency contacts numbers
Provide administrative support such as scanning documents, fax documents, etc
Responsible for meeting room bookings
Regularly checking time cards for staff in Jakarta office and update the database of Staff Attendance Record accordingly
9. In coordination with Procurement Unit, act as PRF Focal Point (PFP) for RCA project for all sub offices and update the PRF tracking sheet accordingly
10. Responsible for coordination with Telkomsel related to preparation of monthly payment vouchers, distribution of phone bills and maintenance of updated record for all mission mobile phone numbers.
11. Responsible for coordination with VIZADA (satelite phone service provider) related to preparation of monthly payment vouchers and maintenance of updated records for entire mission sat phone numbers.
12. Responsible for preparation of monthly payment vouchers of Telkom landline payment and distribution of phone bills
13. Responsible for preparation of monthly payment vouchers of Electricity payment and update the Electricity summary accordingly
14. Assist Logistics unit with particular task follow up, when possible and requested by SRMO and/or Logistics officer.
Responsible for updating Index of IOM Indonesia Instructions
Responsible for updating Indonesia Sub-office Management Check List database
Maintain effective filling system related to his/ her tasks
Perform other duties as may be required.
Desirable Competencies
Technical
a). experience in preparing official documentation relating to procurement, administration, finance and security. d). Proficient in computer application (MS Office, etc) and other office equipment (facsimile, scanner, etc).
Behavioral
a). Excellent written and verbal communications skills both in English and Bahasa Indonesia is a MUST; b). Proven effective organizational skills and abilities to establish priorities and plans; c). Ability to work under pressure and cope with deadlines; d). Good interpersonal skills; e). Accountable, high loyalty and ability to work with a minimum supervision as well as in a team; f). Ability to work effectively and harmoniously with colleagues from varied cultures and professional background.
Desirable qualifications:
Education & Experience:
Minimum Diploma Degree in Business/Office Administration, Secretarial, Public Relation or Management. At least four years of experience as Receptionist or related working 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 01 July 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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