International Organization for Migration
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International
Organization for Migration (IOM) Indonesia is looking for Operations
Assistant II according to the terms of reference below:
Project Assistant II
Jakarta Raya
Jakarta Raya
Responsibilities:
ORGANIZATIONAL CONTEXT AND SCOPE
- Under the direct supervision of the Project Manager and overall supervision of the Deputy Chief of Mission, the Project Assistant will be responsible for providing planning, reporting and donor/government liaison activities as part of the Public Information Campaign to Deter Potential Indonesian Crew Travelling to Australia by Boat (PIC-Crew) project.
RESPONSIBILITIES AND ACCOUNTABILITIES
- Maintain regular liaison with Officials at the Indonesian National Police (INP), Coordinating Ministry of Political, Legal and Security Affairs (KEMENKO POLHUKAM) and the Directorate General (DIRGEN) of Imigrasi.
- Maintain regular liaison with the successful (PIC-Crew) project contractors when requested by the Project Manager.
- Represent IOM’s project in meetings, if/when requested by the Project Manager and coordinate meetings, workshops and functions as needed.
- Prepare project related supporting materials including PowerPoint presentations and present those materials to GoI counterparts when requested by the Project Manager.
- Draft letters related to securing INP and/or DIRGEN approval for project-related field work, interviews etc.
- Provide clerical assistance as necessary, maintain the filling system, incoming and outgoing letter and other supporting documents. Draft correspondence for the projects compile agenda, minutes of meeting and related documents and when required due to circumstances, prepare travel, and security clearance documentation.
- Assist in developing outreach materials/approaches for PIC-Crew.
- Assist in drafting of regular reports for ongoing activities.
- Ensure the quality of English-Bahasa Indonesia translations of project materials and provide interpretation services if needed.
- Perform other duties as may be assigned.
COMPETENCIES
- The incumbent is expected to demonstrate the following technical and behavioural competencies
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
- 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
- Proactively develops new ways to resolve problems
- 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
- 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
Resources Mobilization
- Establishes realistic resource requirements to meet IOM needs
Technical
- Good understanding about the dynamics of People Smuggling in Indonesia and the roles played by IOM’s key government partners.
- Proven ability and experience in liaising with UN, Government Departments/Authorities and other international organizations;
- Effective organizational skill and ability to establish priorities and plans, ability to work under pressure and cope with deadlines.
- Excellent written and spoken communications skills, good interpersonal skills, ability to work in a multi - cultural environment and good working in team.
Requirements:
EDUCATION AND EXPERIENCE
- Indonesian National with University degree in Communications, Law, Economics, or Political/Social Science.
- At least five years of experience in any of these fields including at least one year of working experience on projects with significant public communications/outreach focus.
- Experience working with Public Relations/Marketing firms.
- Experience liaising with Indonesian government officials.
- Familiarity with IOM’s administration and project coordination functions is advantage.
LANGUAGES
- Fluency in English and Bahasa Indonesia, both oral and written.
Duty station
- Jakarta
Type of Contract
- Special All Inclusive Contract for 6 (six) months (subject to the medical clearance), with the possibility of extension. The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged
Reporting directly to
- Project Manager
Overall supervision by
- Deputy Chief of Mission
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 :
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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 (SVN/ID10/2013/030) as subject.
The deadline for applications is 31 May 2013.
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