IOM International Job Vacancy: Administrative & Logistics Assistant II - Makassar

POSITION INFORMATION
Open to: External and Internal Candidates
Reference No.: VN/ID10/2016/062
Position Title: Administrative & Logistics Assistant II
Duty Station: Makassar
Classification: General Service Staff, Grade G5
Base Salary: IDR 12,970,667,- per month
Type of Appointment: One Year Fixed Term contract, with possibility of extension (the first three months shall be considered as probation period).
Estimated Start Date: As soon as possible
Closing Date: 22 September 2016

CONTEXT

Under the guidance and direct supervision of the Resource Management Assistant, in close coordination with National Officer in Makassar and under the overall supervision of the HoSO/RCA Programme Coordinator (Eastern Region) in Makassar, the field-based incumbent will be responsible for providing administrative and logistics support to IOM Makassar.

CORE FUNCTIONS / RESPONSIBILITIES

• Perform Goods Received/Invoice Raised (Movement in Goods out – MIGO) for Makassar office and sub-offices under eastern region and provide advice/guidance related to MIGO as necessary.
• Receive, review and process invoices received from vendor, ensuring the completeness of supporting documents prior to submitting the payment request to finance.
• Perform administrative duties related to accommodations of irregular migrants in Makassar such as monitoring of facilities/services provided, drafting service agreement and preparing payment request for the accommodations.
• Follow-up on accommodations and inform owner/management on any problems related to the accommodation facilities/services and provide input/suggestions as necessary.
• Identify potential new vendors related to accommodation, vehicle, supplies/equipment and  register them in PRISM (SAP) system.
• Responsible for fleet operation activities which include providing and arranging daily vehicle schedule and vehicle movements.
• Prepare monthly reports and analysis on  fuel consumptions, driver working time, mileage records and submit to RMA and Jakarta Fleet Management in a timely manner.
• Maintain office inventory and management of goods / assets. Prepare monthly report to RMA and Asset team Jakarta.
• Assist in implementing procurement activities to include obtaining quotations, preparation of evaluation and recommendation in coordination with Procurement team, if needed.
• Maintain & monitor office supplies registry and conduct periodic stock taking to ensure that stationary and cleaning supplies are replenished in timely manner.
• Maintain efficient filing system for administrative and logistical records.
• Provide clerical assistance such as drafting letters of correspondence, etc.
• Provide support with the planning, coordinating and arranging of events such as seminars/conferences, meetings, including travel and hotel arrangements and trip itineraries when necessary.
• Undertake duty travel as required.
• Perform any other duties as may be assigned.

REQUIRED QUALIFICATIONS AND EXPERIENCE

Education

• University degree, preferably in Accounting, Business Administration, Economy, Management with three years of relevant working experience, or;
• Completed High School degree from an accredited academic institution, with five years of relevant working experience.

Experience

• Indonesian National with good knowledge of, and experience in administration/finance, procurement, preferably experience or familiarity with IOM regulation system.
• Working knowledge of IOM Finance, procurement, admin and HR rules is an advantage.
• Knowledge of publicly recognized accounting systems (SAP, ATLAS, Oracle, etc.), software and procedures are a distinct advantage.
• Ability to prepare clear and concise reports and to analyse and interpret source information and data.
• High level of computer literacy is required. Good knowledge of MS office, specifically Microsoft Excel.
• Knowledge of the region is an advantage.
• Proficient in computer application.

Languages
Fluency in English and Bahasa Indonesia is required.

REQUIRED COMPETENCIES

Behavioural 
a) Takes responsibility and manages constructive criticism; b) Works effectively with all clients and stakeholders; c) Promotes continuous learning; communicates clearly; d) Takes initiative and drives high levels of performance management; e) Plans work, anticipates risks, and sets goals within area of responsibility; f) Displays mastery of subject matter; g) Contributes to a collegial team environment; i) Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation; j) Displays awareness of relevant technological solutions; k) Works with internal and external stakeholders to meet resource needs of IOM.

Technical

• Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.
• Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM.

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, security clearance and verification of education certificate.

How to apply:
Interested candidates are invited to submit their applications in ENGLISH, with:

• Cover letter, clearly specify suitability and availability date,
• Complete the Personal History Form  which can be downloaded at the following link: CLICK HERE
• Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).

Please submit your application through THIS LINK, or by email to rindonesia@iom.int, indicating the reference code above (VN/ID10/2016/062) as subject. The deadline for applications is 22 September 2016.