Lowongan CFCV / ID10 / 2020 / 024 - Project Administrative Assistant-International Organization for Migration

    CFCV / ID10 / 2020 / 024 - Project Administrative Assistant-International Organization for Migration

    Jakarta Raya | Ditayangkan: 27-June-2020 | Tutup pada 27-July-2020

    International Organization for Migration
    Established in 1951, the International Organization for Migration (IOM) - UN Migration - is the leading inter-governmental organization dedicated to promoting human and orderly migration for the benefit of all.  It does so by advancing the understanding of migration issues, assisting governments in meeting the challenges of migration, encouraging social and economic development through migration, and upholding the dignity and well-being of migrants, their families and their communities.

    With 172 member states, a further 8 states holding observer status and offices in over 100 countries, IOM also works to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people. The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.
    In Indonesia, IOM operations date back to 1979 with the processing of Vietnamese boat people arriving in Tanjung Pinang port, Riau Islands.  Since, IOM’s activities have expanded both in terms of geographic reach and target population.

    Today, IOM Indonesia is one of the largest IOM missions in the world, with staff members located across the country and working on a wide range of activities in partnership with the Government of Indonesia, civil society, and the donor community. IOM Indonesia works in several broad areas of migration management:
    • Migrant Assistance
    • Counter Trafficking and Labour Migration
    • Emergencies and Community Stabilization
    • Immigration and Border Management
    • Migration Health
    • Resettlement and Voluntary Return
    For more information about IOM Indonesia activities, review recent updates on our mission website and social media:
    • Website: indonesia.iom.int
    • Facebook: @iom.jakarta
    • Instagram: @iomjakarta
    • Twitter: @iomindonesia

    Reference No. : CFCV/ID10/2020/024
    Position Title : Project Administrative Assistant
    Duty Station : Jakarta
    Organization Unit : Labour Mobility and Human Development (LMHD) Division
    Classification : Ungraded (equivalent to G-5)
    Type of Appointment : Special Short-Term contract up to 31 December 2020 with possibility of extension, (the whole period of initial contract shall be considered as probation period).
    Report to : Programme Coordinator
    Estimated Start Date : As soon as possible
    Closing Date : 10 July 2020
    Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
    With a view to enhancing the protection of migrants, particularly during the COVID19 health pandemic, and to promoting migrant contributions to Indonesia’s development priorities, IOM Indonesia works closely with the Government of Indonesia (including the Ministry of Foreign Affairs, Ministry of Manpower, and National Board for the Protection of Indonesian Migrant Workers (BP2MI), and others), private recruitment agencies, and civil society organizations.  Through these and other strategic partnerships, IOM will continue to provide policy advice, technical support and migrant assistance to enhance national priorities for improving the status of overseas Indonesian workers and for the elaboration and implementation of key aspects of improved migration governance.  In addition, in line with the IOM Global Strategic Preparedness and Response Plan for COVID-19, IOM is undertaking urgent action to enhance protections, reduce stigma, promote social cohesion and mitigate the health and socio-economic impacts of the Crisis on overseas migrant workers, particularly those returning to Indonesia.
    Under the direct supervision the Programme Coordinator (PC) and the overall supervision of the Chief of Mission and in close coordination with Department of Resources Management Unit and other relevant unit in the mission, the successful candidate will be responsible for financial expenditure tracking, budgetary forecasts, financial reporting, and administrative support of the “Critical COVID-19 Responses For Migrants And Refugees In Indonesia” project.
    Responsibilities and Accountabilities
    • Provide simultaneous administration-related assistance and maintain regular coordination on admin, finance, and logistical matters with project team and other IOM staff, as well as with external stakeholders, to ensure that all the project activities run appropriately.
    • Ensure that all administrative and logistics arrangements for project activities are carried out efficiently and effectively.
    • Assist in tracking payment record, receive, verify and check all incoming invoices/official receipts for payments of project-related activities and ensure that it has valid supporting documents; reconcile eligible project expenditures and commitments incurred under a project portfolio; handles petty cash requirements and reimbursement of approved project expenditures.
    • Assist in planning, moving plans forward, and provide input for staff on the admin, finance, and logistical coordination side.
    • Assist in monitoring the day-to-day budgetary and financial functions in accordance with IOM’s rules, regulations and procedures.
    • Assist in prompt and accurate financial tracking, financial record keeping and financial reporting for all project activities and ensure that all financial records are in accordance with IOM standards. This includes weekly PRF, payment, PO tracking, financial report, commitment tracking report, daily operational balance, tracking sheet, and report on overspent and underspent items, among others.
    • Assist in preparing financial projections, which ensures appropriate and efficient use of budget. This includes forecast of future non-cost extension, weekly summary report, among others.
    • In coordination with the Programme Manager, prepare budget for project activities, oversee budget control process and analyze variances between budget and actual expenditures.
    • Monitor cash advance requests and outstanding amount of project staff and ensure that all settlements are submitted in timely manner. Follow up with staff when required.
    • Undertake quality control checks on the monthly accounts, ensure that debtor/creditor accounts are cleared in a timely manner, review and reconcile the balance sheet and review all other outstanding financial matters with banks and suppliers.
    • Work closely with Jakarta Finance and Procurement Unit to ensure that all the duties are done in coordinative manner, and in line with IOM procedures and processes.
    • Perform PRISM (IOM’s accounting software) roles as assigned on a timely basis.
    • Assist in the planning, coordination and arrangement for successful conduction of mission events such as seminars/conferences, meetings, presentations, and other activity: including necessary paper requirements, travel and hotel arrangements, and trip itineraries when necessary.
    • Prepare travel authorizations for staff on approved official trips, maintain the control sheet or logbook.
    • Create and maintain an efficient filing system of all financial and other supporting documents and each project implemented in the field as well as other supporting documents.
    • Perform and oversee other duties as assigned by the Programme Manager:
      • Answer and forward as necessary In/Out phone calls and fax
      • Receive/send and distribute In/Out mail
      • Keep a log book of all In/Out phone calls, fax and mail
      • Receive visitors and inform the Unit/ Project staff accordingly
      • Participate in official meetings, appointments and travel as required.
      • Coordinate with logistics re staff transportation
    • Perform other duties as may be assigned, including duty travel.
    Required Qualifications and Experience
    • University degree from an accredited academic institution, preferably in Accounting, Business Administration or Social Studies or a combination of relevant training in any of this fields, project development, implementation, reporting and/or evaluation, with at least three (3) years of relevant working experience. Or;
    • Minimum completed High School degree with at least 5 (five) years in relevant work experience.
    • University degree, preferably in Accounting, Business Administration or Economics. A professional certification as chartered accountant or certified public accountant is an advantage.
    • Minimum three years of finance/accounting and administrative experience.
    • Have relevant training and field experience, specifically in IOM accounting systems.
    • Knowledge of IOM accounting systems, software and procedures a distinct advantage.
    • Ability to prepare clear and concise reports and to analyze and interpret source information and data.
    • High level of computer literacy is required, knowledge of IOM computerized accounting systems is an advantage.
    • Good knowledge of MS office, specifically MS Excel.
    • Good communication skills, personal commitment, efficiency, flexibility, drive for results, respect for diversity and creative thinking.
    • Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
    Fluency in English and Bahasa Indonesia is required, both written and spoken.
    Required Competencies
    The incumbent is expected to demonstrate the following values and competencies:
    • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
    • Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
    • Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
    Core competency - behavioural indicators level 1
    • Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
    • Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
    • Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
    • Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
    • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
    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, verification of Education certificate and security clearances.
    IOM applies local United Nations Salary Scale.
    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: http://indonesia.iom.int/sites/default/files/Personal%20History%20Form.xls
    • Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
    Please submit your application through this link or send by email to [email protected], indicating the reference code above (CFCV/ID10/2020/024) as subject. The deadline for applications is 10 July 2020. Candidates applying for this vacancy are required to declare whether they have relatives already working for IOM.

    Only applicant who meets the above qualification will be considered

    IOM implements projects around the world to support governments and migrants in promoting humane and orderly migration.

    This broad range of job profiles calls for talented professionals with academic backgrounds that may include: international relations, law, medical professions, business, communication, information technology, finance and accounting, project management, human resource management, security, international development and others. 
    Being a member of the IOM team requires the highest standards of efficiency, competence and integrity.  IOM is an equal opportunity employer and seeks committed professionals with a wide variety of skills in the field of migration. IOM staff work in multi-cultural environments, in which diversity and cultural sensitivity are valued.

    ALAMAT : International Organization for Migration
    Sampoerna Strategic Square, Karet Semanggi, Jakarta, Indonesia


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