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Vacancy at IOM - Temporary Common Service Clerk, Makassar - SVN/ID10/2021/069

International Organization for Migration

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Keterangan Lengkap Lowongan Kerja Vacancy at IOM - Temporary Common Service Clerk, Makassar - SVN/ID10/2021/069 di International Organization for Migration : Keterangan Lengkap

Persyaratan

Open to Internal and External Candidates

Reference No. : SVN/ID10/2021/069
Position Title : Temporary Common Service Clerk
Duty Station : Makassar
Organization Unit : Resource Management Unit
Classification : General service, Grade G-3
Type of Appointment : Special Short-Term contract
Report to : Resource Management Assistant
Estimated Start Date : As soon as possible
Closing Date : 05 November 2021

Context:

Operational in Indonesia for more than 40 years, IOM Indonesia is one of the largest IOM missions in the world working on a wide range of activities in partnership with the Government of Indonesia, civil society, private sector actors, migrants and communities.  IOM Indonesia is engaged in several thematic areas, including: Counter-Trafficking/Labour Mobility and Human Development (CT/LMHD), Disasters, Climate and Resilience (DCR), Immigration and Border Management (IBM), Migrant Assistance, Migration Health, and Resettlement and Voluntary Returns.

The Resources Management Unit will contribute to the monitoring and supporting the budgetary financial, human resources and other administrative functions to ensure quality, effective and efficient resources management of the Country Office. Under direct supervision of Resource Management Assistant in cooperation with Procurement/Logistic and Finance Unit and under the overall supervision of the Programme Coordinator of region in Makassar, the incumbent will be responsible for providing administrative and logistic clerical support to IOM Makassar.

Responsibilities and Accountabilities

Act as Asset focal point for Makassar office

Coordinate with Asset Focal Point in all sub offices in Eastern region in relation to:

Ensure compliance to asset inventory policy and ensure that all newly purchased assets are registered through SAP.

Asset movement/transfer assigned to staff members. Sign off separation clearances for assets of departing staff members/consultants.

Loss/damage of asset. Ask staff member to prepare Asset Loss/Damage Form accordingly.

Check/reconcile their asset physically with the data generated from SAP, ensure assets are labeled and update SAP asset data accordingly.

Disposal process of asset (bidding, handing over of asset, scrapping).

The retirement process in the system.

Prepare the Asset Assignment Form (AAF) for assignee and maintain filing of the signed form.

Obtain approval for Asset Disposal Form (ADF) from IOM Management and CAS-Asset Management for all broken/sold/donated assets.

Maintain records of all asset transactions (creation, assignment, transfer, handover, and retirement), ensuring that an efficient filing system for records regarding assets are in place (e.g. assets quotations, AAF, AHF, ADF, other reports/HQ approvals etc.)

In coordination with verification team, assist in providing asset data for the verification (e.g. ZASSETLIST, MAIA), coordinate with sub offices prior to the verification process, and reconcile the result of all verification reports.

Administering payments for monthly office running bills including but not limited to telephone bills, newspapers, drinking water, electricity, and water usage and other office related expenditures

Manage office stationary and related stock record and prepare replenishment every month and as needed

Provide assistance with the planning, coordinating and arranging of events such as seminars/conferences, meetings, including travel and hotel arrangements and trip itineraries when necessary.

Provide clerical assistance as necessary, such as drafting letters of correspondence and maintain filing and registration of incoming and outgoing letters, and photocopying.

Act as focal point for IOM Makassar document dispatch, organize incoming and outgoing documents

Prepare cash advance if needed and provide administrative support to complement financial statement and administration.

Perform such other related duties as may be assigned.

Required Qualifications and Experience

Education

University degree from an accredited academic institution, preferably in Finance, Business Administration, Logistics, Management with minimum 1 (one) year relevant work experience, or;
Completed High School from an accredited academic institution, with 3 (three) years of relevant professional experiences.

Experience

Indonesian National with good knowledge and experiences in project implementation and operation.
At least one year of experience in office administration/ resource management, procurement, and logistic.
Must have excellent communication skills
Familiar with IOM’s working environment is of distinct advantage.

Languages

Fluency in English and Bahasa Indonesia, both written and spoken.

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values

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.

Other

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: https://indonesia.iom.int/sites/indonesia/files/Vacancy/document/Personal%20History%20Form.xls

Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).

Please submit your application through by email to rindonesia@iom.int, indicating the reference code above (SVN/ID10/2021/069) as subject. The deadline for applications is 05 November 2021. 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

Deskripsi Pekerjaan