Administrative Assistant

IOM is looking for Administrative Assistant according to the terms of reference
below. Interested applicants are invited to apply by submitting their
application to recruitment-indonesia@iom.int not later than 7 October
2010 indicating the reference code below. All candidates are kindly requested to
specify their availability date in the application form. Please note that only
short-listed candidates will be contacted.

Reference Code : SVN/ID1/2010/055
Position Title : Administrative Assistant
Duty Station : Jakarta, Indonesia
Classification : Employee, Grade 4
Duration contract : Three months with possible extension
Estimate Starting Date : Soon as Possible

General Functions:

Under the overall and direct supervision of the Project Manager of Immigration
Quarantine Support (IQS) project, he/she will be responsible for the following
functions:

1. Provide simultaneous administration-related tasks to the PM.
2. Maintain project document filing for all project related issues.
3. Coordinate with field staff and keep track/update all ongoing and
planned activities under IQS.
4. Prepare regular weekly reports for ongoing activities under IQS.
5. Receive/translate all incoming and outgoing letters.
6. Coordinate with Director of Immigration liaison office whenever an
approval from IMIGRASI is required
7. Coordinate with Procurement unit and ensure all related activities to
the project are in line with IOM’s Procurement rules.
8. Facilitate contacts between the PM or other project staff based in
Jakarta or field staffs, and other parties as deemed necessary in the course of
the work.
9. Maintain security and confidentiality of information and documents as
instructed
10. Lead administrative duties for the Project Manager in coordination with PM
and program staff to ensure that all administrative and logistics arrangements
for project activities are carried out efficiently and effectively and that
requests for payment due to service providers and local suppliers are accurate
and necessary. This also includes receiving, verifying and checking all incoming
invoices/official receipts for payments of project-related activities and
ensuring that it’s provided by the valid supporting documents, as well as being
responsible for petty cash; handles petty cash requirements and reimbursement of
approved expenditures for the Police Project, as well as coordinate with finance
in relation to budget tracking for various activities.
11. Coordinate with Logistic/Procurement related to the assets handed by field
staffs.
12. Perform other duties and responsibilities assigned by PM, i.e.:
§ 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
§ Make travel arrangement for all IQS staff
§ Participate in official meetings, appointments and travel as required.
§ Coordinate with logistics re staff transportation to/from airport

13. Perform such other duties as may be assigned.


Desirable qualifications:

Diploma degree or relevant experience in social sciences, social work, or
languages. At least three years in Administration, interpretation and/or
translation work. Experiences in areas related to the work of humanitarian
matters. Experience gained from working in the UN an advantage. Proven ability
to interact effectively with government official/local authorities is essential.
Good drafting ability and communication skills, both oral and written to produce
reports. Demonstrated ability to work in multicultural, multi ethnic environment
and to maintain effective working relations with people of different national
and cultural background.

Thorough knowledge of English