International Organization for Migration (IOM) Indonesia
is looking for an Administrative Assistant, according
to the terms of reference below:
I. Position Information
Reference No.
Position title
Position grade
Base Salary
Duty station
Type & duration of Contract SVN/ID10/2013/059
Administrative Assistant
General Service Staff / G-4
IDR 9,266,750 per month
Jakarta
Special All Inclusive Contract for three months, with the possibility of extension. The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged.
Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation Band IV
Support
Health Assessment Programme
tba
tba
n/a
Reporting directly to Health Assessment Coordinator
Overall supervision by Senior Migration Health Adviser
Managerial responsibility No
Directly reporting staff 0
II. Organizational Context and Scope
Under the overall supervision of the Senior Migration Health Advisor and the direct supervision of the Health Assessment Coordinator in close coordination with Finance Colleagues for technical guidance, the successful candidate will be responsible and accountable for providing assistance in all aspects of the administrative and financial management of the IOM Health Assessment Programme in Indonesia.
III. Responsibilities and Accountabilities
A. FINANCE
1. Responsible in carrying out the financial recording and reporting requirements of IOM Health Assessments Programme in Indonesia including monitoring expenditures and available funds, accounting and review of project budget and providing periodic updates to direct supervisor.
2. Serve as the financial focal point on overall matters related to the Health Assessments Programme, including active participation in surveys relevant to the financial implementation and monitoring of the programme.
3. Attend relevant meetings related to financial issues.
4. Ensure compliance of the Health Assessment Programme expenditure with the donor and IOM financial regulations and requirements.
5. Liaise and coordinate with counterpart Finance staff.
6. Apprise the Health Assessments Coordinator of the latest guidelines, regulatory issuances and the like in relation to the financial management of the Health Assessments Programme.
7. Draft monthly internal and periodic financial donor reports.
8. Circulate the settlement of travel expense claims of health staff based in Jakarta for submission and approval of relevant units.
9. Responsible for the petty cash account (disbursement and liquidation); prepare the petty cash ledger report and cash certificate every month.
10. Prepare Request for Payment of monthly bills for all service providers utilized by the Health Assessment Programme.
B. ADMINISTRATIVE
1. Ensure that Health Assessments office premises, IT equipment, furniture and medical equipment are well maintained.
2. Liaise with the following:
· Procurement Unit: maintain liaison with external service providers and assist in establishing and maintaining agreements with partners.
· IT Unit: Computer software or hardware problems
3. Assist in the procurement of goods and services as follows:
· Ensure compliance with the donor and IOM procurement, tendering and contracting procedures.
· Check if costs of goods and services are reasonable and within allocated budget.
· Prepare purchase requisitions and ensure that supporting documents are complete in accordance with IOM rules and regulations.
· Prepare Requests for Payments; enter financial transactions in PRISM.
· Assist in the review of service contracts in terms of financial terms and conditions and cost implications.
4. Maintain the inventory of medical equipment and supplies.
5. Draft correspondence with partners and provide initial drafts of monthly and other periodic reports and submit to the supervisor.
6. Maintain and update all finance and administrative files
7. Perform other duties as may be assigned.
IV. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies
Behavioural
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
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
* Proactively develops new ways to resolve problems
Leadership and Negotiation
* Convinces others to share resources
* Presents goals as shared interests
Performance Management
* Provides constructive feedback to colleagues
* Provides fair, accurate, timely, and constructive staff evaluations
* Uses staff evaluations appropriately in recruitment and other relevant HR procedures
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
* Organizes and documents work to allow for planned and unplanned handovers
* Identifies risks and makes contingency plans
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
Technical
a) Effectively applies knowledge of relevant financial discipline
b) Develops / follows internal control procedures to prevent fraud and mismanagement
c) Ensures application of institutional financial policies and guidelines
d) Working knowledge of finance, procurement, admin and HR rules
V. Education and Experience
a) Indonesian National with good knowledge of, and experience in project administration, operational and has knowledge and experience in health services is advantage.
b) Diploma Degree and relevant experience in Accounting, Finance, Business Administration, Management or any relevant field.
c) Minimum four years work experience in accounting, finance and budget tracking as well as office administration; in an international organization or any client/service sector, preferably with cross-cultural exposure.
d) Ability to prepare clear and concise reports and to analyse and interpret source information and data.
e) Proficient in computer applications: Ms-Office, particularly in MS-Excel, Database and accounting software program.
f) Proven client/service orientation and experience in liaising with external clients from various sectors: private, government and international organizations
VI. Languages
Language: Thorough knowledge of English and Bahasa Indonesia
HOW TO APPLY
Interested candidates
are invited to send the application in ENGLISH, 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=nl&file=phform.xls
c) Detailed curriculum vitae, including historical
salary and minimum three referees (preferably former direct supervisors).
Please submit your application
through through http://www.iom.or.id/about.jsp?lang=eng or send by email to recruitment-indonesia@iom.int, indicating the
reference code above (SVN/ID10/2013/059) as subject. The deadline for applications is 05 September 2013.
Only applicant
who meet the above qualification will be short-listed
is looking for an Administrative Assistant, according
to the terms of reference below:
I. Position Information
Reference No.
Position title
Position grade
Base Salary
Duty station
Type & duration of Contract SVN/ID10/2013/059
Administrative Assistant
General Service Staff / G-4
IDR 9,266,750 per month
Jakarta
Special All Inclusive Contract for three months, with the possibility of extension. The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged.
Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation Band IV
Support
Health Assessment Programme
tba
tba
n/a
Reporting directly to Health Assessment Coordinator
Overall supervision by Senior Migration Health Adviser
Managerial responsibility No
Directly reporting staff 0
II. Organizational Context and Scope
Under the overall supervision of the Senior Migration Health Advisor and the direct supervision of the Health Assessment Coordinator in close coordination with Finance Colleagues for technical guidance, the successful candidate will be responsible and accountable for providing assistance in all aspects of the administrative and financial management of the IOM Health Assessment Programme in Indonesia.
III. Responsibilities and Accountabilities
A. FINANCE
1. Responsible in carrying out the financial recording and reporting requirements of IOM Health Assessments Programme in Indonesia including monitoring expenditures and available funds, accounting and review of project budget and providing periodic updates to direct supervisor.
2. Serve as the financial focal point on overall matters related to the Health Assessments Programme, including active participation in surveys relevant to the financial implementation and monitoring of the programme.
3. Attend relevant meetings related to financial issues.
4. Ensure compliance of the Health Assessment Programme expenditure with the donor and IOM financial regulations and requirements.
5. Liaise and coordinate with counterpart Finance staff.
6. Apprise the Health Assessments Coordinator of the latest guidelines, regulatory issuances and the like in relation to the financial management of the Health Assessments Programme.
7. Draft monthly internal and periodic financial donor reports.
8. Circulate the settlement of travel expense claims of health staff based in Jakarta for submission and approval of relevant units.
9. Responsible for the petty cash account (disbursement and liquidation); prepare the petty cash ledger report and cash certificate every month.
10. Prepare Request for Payment of monthly bills for all service providers utilized by the Health Assessment Programme.
B. ADMINISTRATIVE
1. Ensure that Health Assessments office premises, IT equipment, furniture and medical equipment are well maintained.
2. Liaise with the following:
· Procurement Unit: maintain liaison with external service providers and assist in establishing and maintaining agreements with partners.
· IT Unit: Computer software or hardware problems
3. Assist in the procurement of goods and services as follows:
· Ensure compliance with the donor and IOM procurement, tendering and contracting procedures.
· Check if costs of goods and services are reasonable and within allocated budget.
· Prepare purchase requisitions and ensure that supporting documents are complete in accordance with IOM rules and regulations.
· Prepare Requests for Payments; enter financial transactions in PRISM.
· Assist in the review of service contracts in terms of financial terms and conditions and cost implications.
4. Maintain the inventory of medical equipment and supplies.
5. Draft correspondence with partners and provide initial drafts of monthly and other periodic reports and submit to the supervisor.
6. Maintain and update all finance and administrative files
7. Perform other duties as may be assigned.
IV. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies
Behavioural
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
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
* Proactively develops new ways to resolve problems
Leadership and Negotiation
* Convinces others to share resources
* Presents goals as shared interests
Performance Management
* Provides constructive feedback to colleagues
* Provides fair, accurate, timely, and constructive staff evaluations
* Uses staff evaluations appropriately in recruitment and other relevant HR procedures
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
* Organizes and documents work to allow for planned and unplanned handovers
* Identifies risks and makes contingency plans
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
Technical
a) Effectively applies knowledge of relevant financial discipline
b) Develops / follows internal control procedures to prevent fraud and mismanagement
c) Ensures application of institutional financial policies and guidelines
d) Working knowledge of finance, procurement, admin and HR rules
V. Education and Experience
a) Indonesian National with good knowledge of, and experience in project administration, operational and has knowledge and experience in health services is advantage.
b) Diploma Degree and relevant experience in Accounting, Finance, Business Administration, Management or any relevant field.
c) Minimum four years work experience in accounting, finance and budget tracking as well as office administration; in an international organization or any client/service sector, preferably with cross-cultural exposure.
d) Ability to prepare clear and concise reports and to analyse and interpret source information and data.
e) Proficient in computer applications: Ms-Office, particularly in MS-Excel, Database and accounting software program.
f) Proven client/service orientation and experience in liaising with external clients from various sectors: private, government and international organizations
VI. Languages
Language: Thorough knowledge of English and Bahasa Indonesia
HOW TO APPLY
Interested candidates
are invited to send the application in ENGLISH, 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=nl&file=phform.xls
c) Detailed curriculum vitae, including historical
salary and minimum three referees (preferably former direct supervisors).
Please submit your application
through through http://www.iom.or.id/about.jsp?lang=eng or send by email to recruitment-indonesia@iom.int, indicating the
reference code above (SVN/ID10/2013/059) as subject. The deadline for applications is 05 September 2013.
Only applicant
who meet the above qualification will be short-listed
