Friday, 23 November 2012

Jobs at International Organization for Migration November 2012 - Project Site Administrative Assistant (SVN/ID10/2012/082)


Responsibilities:
ORGANIZATIONAL CONTEXT AND SCOPE
 

Under the overall supervision of the Project Manager for “Management & Care of Intercepted Irregular Immigrants Project Phase II (MCIIP II)”, under the direct supervision of the Project Administrative Assistant in Jakarta, in close coordination with the IOM on-site Engineering Team and with the related unit in Jakarta, the incumbent shall be responsible for the administrative, financial and personnel requirements of the project on the site he/she is assigned.
RESPONSIBILITIES AND ACCOUNTABILITIES
  1. Provide general administrative assistance to the “Management & Care of Intercepted Irregular Immigrants Project Phase II” at the site office level;
  2. Acting as the administrative, finance & personnel focal point for MCIIP II project at the project site;
  3. In coordination with the Engineering Assistant, maintain administrative, financial & personnel files and records of the project;
  4. Monitor project payments to Consultants & Contractors, expenditures and disbursements on site, and submit weekly report to Project Administrative Assistant MCIIP II at Jakarta;
  5. Anticipate payment schedule for Consultants & Contractors and other Site office payables andnotify the Project Administrative Assistant in Jakarta regarding operational and funding needs;
  6. Assist the Engineering Assistant in reviewing payment requests from Consultant & Contractors;
  7. Assist the Engineering Assistant in reviewing costs of variation orders or changes in the contract costs;
  8. Prepare purchase request for any purchasing needs from site and obtain necessary approvals from Project Manager and other relevant departments. Send copy to Project Administrative Assistant MCIIP II at Jakarta;
  9. Prepare petty cash advances, carry out payments, collect and prepare supporting documents (receipts, receiving reports, attendance lists, expenditures breakdown etc) and settle cash advances;
  10. Set up and maintain a project filing system for financial and other documents, such as copies of purchase requests forms, signed contracts, meeting notes, etc;
  11. Check and give approval of supporting documents related to payments to contractors or consultants before sending the documents to Project Administrative Assistant MCIIP II at Jakarta;
  12. Assist the Senior Engineering Assistant and other project staff with clerical matters, such as drafting letters, setting up meetings, taking meeting notes and preparing travel itineraries;
  13. Organize flight tickets for MCIIP II engineers on site in coordination with the Operations Department and send copy to Project Administrative Assistant MCIIP II at Jakarta;
  14. In coordination with the Procurement Department, organize stationary and office supplies for project staff on site;
  15. Provide logistics support to project meetings, trainings and events on site;
  16. Assist the activities of engineers, consultants, contractors and the Imigrasi Officer at all times;
  17. In coordination with Procurement Department, distribute mobile phone bills to project staff and ensure prompt payment of all individual and personal calls.
  18. In coordination with relevant departments, assist newly hired project staff and consultants with computer set-up, email, office space, security briefings, access cards, stationary etc;
  19. Undertake duty travel to other MCIIP II sites, as needed
  20. Perform other duties as may be assigned

Requirements:
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
Communication
  • Actively shares relevant information
  • 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
  • Effectively applies knowledge of multiple financial disciplines to monitor and manage the work of staff
Effectively applies knowledge of relevant financial discipline
  • Develops / follows internal control procedures to prevent fraud and mismanagement
  • Ensures application of institutional financial policies and guidelines
  • Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.
  • Good coordination, communications and negotiation skills.
  • Good experience in dealing with government agencies and professional design consultants.
  • Ability to manage workload within general schedule of work, instructions and standard practices
  • Able to work with minimum supervision and maintain composure under pressure
  • Demonstrated track record in leading and working effectively with colleagues from varied cultures and professional background in order to achieve desired goals
  • Proficiency in Microsoft Office tools such as Word, Excel and Power Point
EDUCATION AND EXPERIENCE
  • Diploma Degree (D3) in Administration, Accounting or Management and relevant training and experience in office management preferably in construction field. University Degree in this field will be highly regarded.
  • Four (4) years’ experience working as Administrative Assistant or Accounting Assistant preferably in construction companies;
LANGUAGES
  • Fluency in English and Bahasa Indonesia


POSITION INFORMATION
Position grade:
General Service Staff, Grade 4

Duty station:
Batam, Balikpapan, Semarang

Type of Contract:
Special All Inclusive Contract for 6 months, subject to the medical clearance (the first three months will be considered as probation period). The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged.
HOW TO APPLY

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 :http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=pcmain&file=phform.xls
  • 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 29 November 2012


Only applicant who meet the above qualification will be short-listed and for those who have applied for the same position need not to re-apply

http://www.iom.or.id/career.jsp


Credit to : Jobstreet | IOM
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