OPEN TO INTERNAL AND EXTERNAL CANDIDATES
International Organization for Migration (IOM) Indonesia is looking for an Operations Assistant (Farsi Speaking) according to the terms of reference below:
I. Position Information
Position title : Operations Assistant II (Farsi Speaking)
Duty station : Surabaya
Special All Inclusive Contract for 3 (three) months, with the possibility of extension. The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged
II. Organizational Context and Scope
Under the direct supervision of the Head of Office in Surabaya, and overall guidance of the Head of Office/RCA Programme Coordinator for Java Region, the incumbent will assist the office oversight, supervision and monitoring the implementation of efficient coordination mechanism between Indonesian authorities in regards to handling irregular migrants
III. Responsibilities and Accountabilities
- Ensure that all basic services are provided to all Irregular Migrants (IMs) under IOM auspices in a timely and efficient manner. Basic services to be provided at the Immigration Detention Centre (IDC) and the accommodation facilities, appropriate food and water; basic personal supplies, toiletries and recreational activities. For this, daily visits to migrants, logistics support and follow up on activity plans required.
- Perform interpreting/translating duties for IOM and its counterparts dealing with irregular migrants in Indonesia. This includes participating and facilitation of high level meetings with excellent language skills and diplomacy are required.
- Provide ad-hoc support to local authorities in areas related to identification and handling irregular migrant.
- Visit Irregular Migrants regularly and undertake activities as indicated in the visit activity / work plan prepared in coordination with the National Head of Office and the RCA Programme Coordinator Java Region.
- Obtain biographical information and case history of migrants. Maintain up-to-date records on the IDC mapping and inform on individual cases of new arrivals to IDC.
- Provide advice and information for migrants to ensure they are aware of their situation and rights as an irregular migrants in Indonesia.
- Identifying and informing to National Head of Office, of any vulnerable case/s that may come across or become aware of their situation during duties.
- Coordinate with the Medical and Mental Health teams to ensure that all Irregular Migrants are provided adequate and appropriate medical services, including psychosocial counselling.
- Mediate between Irregular Migrants and landlords in cases of dispute and ensure that issues are properly settled.
- Manage the operational expenses and closely coordinate with National Head of Sub Office and Finance on budget requirements. Ensure good understanding of Standard of Procedures (SoPs) and reimbursable allowed by the programme.
- Delivering information pertaining IOM programs, UNHCR and competence of Immigration in handling migrants, asylum seekers and refugees in Indonesia.
- Advice migrants on their option to continue stay in Indonesia or voluntary return to their country of origin.
- Ensure that IOM statistic report and other relevant documentation pertaining migrants case load, utilize the correct names, status and file numbers.
- Assist in preparation of movements and ensure adequate documentation and information used/provided to relevant parties.
- Assist in preparation of regular reports as per IOM and Programme requirements.
- Strictly observe and adhere to IOM Code of Conduct; and Data protection and confidentiality policies.
- Perform any other duties as may be assigned.
The incumbent is expected to demonstrate the following technical and behavioural competencies
Accountability
Accepts and gives constructive criticism
Follows all relevant procedures, processes, and policies
Meets deadline, cost, and quality requirements for outputs
Monitors own work to correct errors
Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
Identifies the immediate and peripheral clients of own work
Establishes and maintains effective working relationships with clients
Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
Keeps clients informed of developments and setbacks
Continuous Learning
Contributes to colleagues' learning
Demonstrates interest in improving relevant skills
Demonstrates interest in acquiring skills relevant to other functional areas
Keeps abreast of developments in own professional area
Communication
Actively shares relevant information
Clearly communicates, and listens to feedback on, changing priorities and procedures
Writes clearly and effectively, adapting wording and style to the intended audience
Listens effectively and communicates clearly, adapting delivery to the audience
Creativity and Initiative
Actively seeks new ways of improving programmes or services
Expands responsibilities while maintaining existing ones
Persuades others to consider new ideas
Proactively develops new ways to resolve problems
Leadership and Negotiation
Convinces others to share resources
Actively identifies opportunities for and promotes organizational change
Presents goals as shared interests
Articulates vision to motivate colleagues and follows through with commitments
Performance Management
Provides constructive feedback to colleagues
Identifies ways for their staff to develop their abilities and careers
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations
Planning and Organizing
Sets clear and achievable goals consistent with agreed priorities for self and others
Identifies priority activities and assignments for self and others
Organizes and documents work to allow for planned and unplanned handovers
Identifies risks and makes contingency plans
Adjusts priorities and plans to achieve goals
Allocates appropriate times and resources for own work and that of team members
Professionalism
Masters subject matter related to responsibilities
Identifies issues, opportunities, and risks central to responsibilities
Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
Persistent, calm, and polite in the face of challenges and stress
Treats all colleagues with respect and dignity
Works effectively with people from different cultures by adapting to relevant cultural contexts
Knowledgeable about and promotes IOM core mandate and migration Solutions
Teamwork
Actively contributes to an effective, collegial, and agreeable team environment
Contributes to, and follows team objectives
Gives credit where credit is due
Seeks input and feedback from others
Delegates tasks and responsibilities as appropriate
Actively supports and implements final group decisions
Takes joint responsibility for team's work
Technological Awareness
Learns about developments in available technology
Proactively identifies and advocates for cost-efficient technology solutions
Understands applicability and limitation of technology and seeks to apply it to appropriate work
Resources Mobilization
Establishes realistic resource requirements to meet IOM needs
Technical
Accepts and gives constructive criticism
Follows all relevant procedures, processes, and policies
Meets deadline, cost, and quality requirements for outputs
Monitors own work to correct errors
Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
Identifies the immediate and peripheral clients of own work
Establishes and maintains effective working relationships with clients
Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
Keeps clients informed of developments and setbacks
Continuous Learning
Contributes to colleagues' learning
Demonstrates interest in improving relevant skills
Demonstrates interest in acquiring skills relevant to other functional areas
Keeps abreast of developments in own professional area
Communication
Actively shares relevant information
Clearly communicates, and listens to feedback on, changing priorities and procedures
Writes clearly and effectively, adapting wording and style to the intended audience
Listens effectively and communicates clearly, adapting delivery to the audience
Creativity and Initiative
Actively seeks new ways of improving programmes or services
Expands responsibilities while maintaining existing ones
Persuades others to consider new ideas
Proactively develops new ways to resolve problems
Leadership and Negotiation
Convinces others to share resources
Actively identifies opportunities for and promotes organizational change
Presents goals as shared interests
Articulates vision to motivate colleagues and follows through with commitments
Performance Management
Provides constructive feedback to colleagues
Identifies ways for their staff to develop their abilities and careers
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations
Planning and Organizing
Sets clear and achievable goals consistent with agreed priorities for self and others
Identifies priority activities and assignments for self and others
Organizes and documents work to allow for planned and unplanned handovers
Identifies risks and makes contingency plans
Adjusts priorities and plans to achieve goals
Allocates appropriate times and resources for own work and that of team members
Professionalism
Masters subject matter related to responsibilities
Identifies issues, opportunities, and risks central to responsibilities
Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
Persistent, calm, and polite in the face of challenges and stress
Treats all colleagues with respect and dignity
Works effectively with people from different cultures by adapting to relevant cultural contexts
Knowledgeable about and promotes IOM core mandate and migration Solutions
Teamwork
Actively contributes to an effective, collegial, and agreeable team environment
Contributes to, and follows team objectives
Gives credit where credit is due
Seeks input and feedback from others
Delegates tasks and responsibilities as appropriate
Actively supports and implements final group decisions
Takes joint responsibility for team's work
Technological Awareness
Learns about developments in available technology
Proactively identifies and advocates for cost-efficient technology solutions
Understands applicability and limitation of technology and seeks to apply it to appropriate work
Resources Mobilization
Establishes realistic resource requirements to meet IOM needs
Technical
- Delivers on set objectives in hardship/difficult situations.
- Effectively coordinates actions with other implementing partners.
- Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office objectives
- University Degree in Law, management, Economics, political, social science. Farsi/Arabic language or business administration or counselling.
- At least five years of experience in any of these fields, particularly as Farsi Translator and in dealing with migrants and trainings.
- Proficient in Farsi Language, is a mandatory requirement.
- Previous experience working with IOM or in areas related to the work of humanitarian matters or experience gained from working in the UN is an advantage.
- Knowledge in assisting emergency operations activities;
- Proven ability and experience in liaising with UN, Government Departments/Authorities and other international organizations;
- Proficient in computer applications: Ms-Office.
Proficient in Farsi, English and Bahasa Indonesia, both oral and written.
HOW TO APPLY
Interested candidates are invited to send the application in ENGLISH, with :
The deadline for applications is 30 April 2013
Interested candidates are invited to send the application in ENGLISH, with :
- Cover letter, clearly specify suitability and availability date,
- Complete the Personal History Form which can be downloaded at the following link HERE
- Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
The deadline for applications is 30 April 2013
