OPEN TO INTERNAL AND EXTERNAL CANDIDATES
International Organization for Migration (IOM) Indonesia is looking for a
Project Assistant (Statistics & Reporting Assistant) according to
the terms of reference below:
I. Position Information
Reference No.
Position title
Position grade
Duty station
Type & duration of Contract
SVN/ID10/2012/088
Project Assistant (Statistics & Reporting Assistant)
General Service Staff, Grade 5
Jakarta
Special All Inclusive Contract for six 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.
Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation
Band III
Operations
RMIM/RCA Unit – IOM Jakarta
n/a
n/a,
n/a
Reporting directly to
National Project Officer
Overall supervision by
Deputy Chief of Mission
Managerial responsibility
No
Directly reporting staff
0
II. Organizational Context and Scope
Under the direct supervision of the National Project Officer and under
the overall supervision of the Deputy Chief of Mission, the Project
Assistant will be responsible for providing presentations, planning,
clerical, reporting and statistical preparation to Reinforcing
Management of Irregular Migration (RMIM) and assist with the Regional
Cooperation Agreement (RCA) as needed.
III. Responsibilities and Accountabilities
1. Maintain regular liaison with Officials at the Indonesian
National Police (INP) and Directorate General (DIRGEN) of Imigrasi.
2. Represent IOM in meetings, if/when requested by the National
Project Officer, and coordinate meetings, workshops and functions.
3. Draft correspondence for projects; compile agenda, minutes of
meetings and related documentation. Highlight noteworthy issues/trends
for consideration by appropriate parties.
4. Act as implementing focal point at training sessions and other
events which includes assuming financial responsibility for costs
incurred and timely reconciliation of financial advances. Analyse
implementation difficulties and initiating remedial action. Resolve any
issues related to project implementation and seek guidance only in
exceptional circumstances.
5. Assist in developing training materials and delivering training as needed.
6. Prepare work plans and develop material needed to assist INP and DIRGEN Imigrasi
7. Draft letters related to handling of irregular migration
8. Compile data and prepare monthly statistical reports for the IOMs assistance to irregular migrants nationwide
9. Arrange reports about trainings and other events held under RMIM
10. Prepare translations and interpretation as needed (English-Indonesian) as needed.
11. Assist the National Project Officer to administer unit staff,
including distribution and review of work assignments, training, and
inputs to performance.
12. Provides technical guidance and advice to RMIM support staff in other sub-offices.
13. Perform such 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
Keeps clients informed of developments and setbacks
Continuous Learning
Drives and fosters understanding of Media and Communications concepts amongst key personnel in IOM
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
Actively seeks new ways of improving programmes or services
Expands responsibilities while maintaining existing ones
Persuades others to consider new ideas
Proactively develops new ways to resolve problems
Leadership and Negotiation
Convinces others to share resources
Actively identifies opportunities for and promotes organizational change
Presents goals as shared interests
Articulates vision to motivate colleagues and follows through with commitments
Performance Management
Provides constructive feedback to colleagues
Identifies ways for their staff to develop their abilities and careers
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations
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
Identifies risks and makes contingency plans
Adjusts priorities and plans to achieve goals
Allocates appropriate times and resources for own work and that of team members
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
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
Resources Mobilization
Establishes realistic resource requirements to meet IOM needs
Operations
Deliver on set objectives in hardship situation
Effectively coordinates actions with other implementing partners
Works effectively with local authorities, stakeholders, beneficiaries,
and the broader community to advance country office or regional
objectives
Technical
a) Knowledge in assisting emergency operations activities;
b) Proven ability and experience in liaising with UN, Government
Departments/Authorities and other international organizations;
c) Experience in preparing official documentation relating to project document and donor report
V. Education and Experience
a) University degree in Law, Communications, Journalism,
International affairs, Economics, Political, social science or business
and counselling.
b) At least seven years of work experience in any of these fields,
c) Proficient in computer applications: Ms-Office, statistics software, etc.
d) Have some knowledge and skill in graphic design would be an advantage
VI. Languages
Language: Fluency in English and Bahasa Indonesia both oral and written
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=pcmain&file=phform.xls
c) 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 and indicating the reference code above as subject.
The deadline for applications is 24 December 2012
Only applicant who meet the above qualification will be short-listed
For more detail info about us, please visit www.iom.or.id
