PersyaratanOpen to Internal and External Candidates
Reference No. : SVN/ID10/2022/003
Position Title : Common Service Assistant II
Duty Station : Makassar
Organization Unit : Resource Management
Classification : General Service, Grade G-5
Type of Appointment : Special Short-Term contract (with possibility of extension)
Report to : Senior Resource Management Assistant
Estimated Start Date : As soon as possible
Closing Date : 18 February 2022
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 Sub-Office and Field Office in the respective region. Under direct supervision and guidance of the Senior Resource Management Assistant in IOM Sub Office Makassar, in close coordination with the National Procurement and Logistic Officer in Jakarta Country Office and under the overall supervision of the Head of Sub Office (HoSO) / Programme Coordinator Eastern Region Indonesia in Makassar, incumbent will be responsible for providing administrative support for Resource Management Unit in HR and logistics areas to IOM Sub Office Makassar and its field office(s).
Responsibilities and Accountabilities
Maintain office inventory and management of goods / assets. Prepare monthly report to S/RMA and Asset Management team in Jakarta Office.
Receive, review and process invoices received from vendor, ensuring the completeness of supporting documents prior to submitting the payment request to finance. Perform Goods Received/invoice raised (movement in Goods out-MIGO) for Makassar office and assist sub-offices under Eastern region as needed and provide advice/guidance related to MIGO as necessary.
Perform administrative duties related to office; including but not limited to office lease, cleaning service, security guard, vehicles, photocopy machine, internet, and office utilities for offices under Eastern Region, provide clerical assistance such as drafting letters of correspondence, etc.
Responsible for fleet operation activities which include providing and arranging daily vehicle schedule and vehicle movements, oversee the preparation and verification of monthly reports and analysis on fuel consumptions, driver working time, mileage records for Eastern region offices and submit to S/RMA and Jakarta Fleet Management in a timely manner.
Assist in implementing procurement activities to include obtaining quotations, preparation of evaluation and recommendation in coordination with Procurement team, if needed.
Identify potential new vendors related to accommodation, vehicle, supplies/equipment and register them in PRISM (SAP) system;
Assist S/RMA in recruitment process including conduct preliminary interview, arrange written test and interview and prepare recruitment report;
Maintain efficient filing system for administrative and logistical records;
Provide support with the planning, coordinating and arranging of events such as seminars/conferences, meetings, including travel and hotel arrangements and trip itineraries when necessary;
Undertake travel to the field offices to assist on-going activities and provide direct common service assistance and guidelines;
Performs such other duties as may be assigned.
Required Qualifications and Experience
Education
- Bachelor’s degree in the relevant field of expertise (Business, Administration, Logistics, Management, etc ) with three years of relevant experience, or,
- Completed High School from an accredited academic institution, with five years of relevant professional experiences.
Experience
- Experience in administration/finance, procurement, preferably experience or familiarity with IOM regulation system
- Working knowledge of IOM Finance, procurement, admin and HR rules is an advantage.
- Knowledge of publicly recognized accounting systems (SAP, ATLAS, Oracle, etc.), software and procedures are a distinct advantage
Skills
- Ability to prepare clear and concise reports and to analyse and interpret source information and data;
- High level of computer literacy is required. Good knowledge of MS office, specifically EXCEL;
- Knowledge of the region is an advantage.
Languages
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:
Value
- 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
- Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed
- Managing and sharing knowledge: continuously seeks to learn, share knowledge and
- 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/g/files/tmzbdl1491/files/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/ID10/2022/003) as subject. The deadline for applications is 18 February 2022. 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 PekerjaanOpen to Internal and External Candidates
Reference No. : SVN/ID10/2022/003
Position Title : Common Service Assistant II
Duty Station : Makassar
Organization Unit : Resource Management
Classification : General Service, Grade G-5
Type of Appointment : Special Short-Term contract (with possibility of extension)
Report to : Senior Resource Management Assistant
Estimated Start Date : As soon as possible
Closing Date : 18 February 2022
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 Sub-Office and Field Office in the respective region. Under direct supervision and guidance of the Senior Resource Management Assistant in IOM Sub Office Makassar, in close coordination with the National Procurement and Logistic Officer in Jakarta Country Office and under the overall supervision of the Head of Sub Office (HoSO) / Programme Coordinator Eastern Region Indonesia in Makassar, incumbent will be responsible for providing administrative support for Resource Management Unit in HR and logistics areas to IOM Sub Office Makassar and its field office(s).
Responsibilities and Accountabilities
Maintain office inventory and management of goods / assets. Prepare monthly report to S/RMA and Asset Management team in Jakarta Office.
Receive, review and process invoices received from vendor, ensuring the completeness of supporting documents prior to submitting the payment request to finance. Perform Goods Received/invoice raised (movement in Goods out-MIGO) for Makassar office and assist sub-offices under Eastern region as needed and provide advice/guidance related to MIGO as necessary.
Perform administrative duties related to office; including but not limited to office lease, cleaning service, security guard, vehicles, photocopy machine, internet, and office utilities for offices under Eastern Region, provide clerical assistance such as drafting letters of correspondence, etc.
Responsible for fleet operation activities which include providing and arranging daily vehicle schedule and vehicle movements, oversee the preparation and verification of monthly reports and analysis on fuel consumptions, driver working time, mileage records for Eastern region offices and submit to S/RMA and Jakarta Fleet Management in a timely manner.
Assist in implementing procurement activities to include obtaining quotations, preparation of evaluation and recommendation in coordination with Procurement team, if needed.
Identify potential new vendors related to accommodation, vehicle, supplies/equipment and register them in PRISM (SAP) system;
Assist S/RMA in recruitment process including conduct preliminary interview, arrange written test and interview and prepare recruitment report;
Maintain efficient filing system for administrative and logistical records;
Provide support with the planning, coordinating and arranging of events such as seminars/conferences, meetings, including travel and hotel arrangements and trip itineraries when necessary;
Undertake travel to the field offices to assist on-going activities and provide direct common service assistance and guidelines;
Performs such other duties as may be assigned.
Required Qualifications and Experience
Education
- Bachelor’s degree in the relevant field of expertise (Business, Administration, Logistics, Management, etc ) with three years of relevant experience, or,
- Completed High School from an accredited academic institution, with five years of relevant professional experiences.
Experience
- Experience in administration/finance, procurement, preferably experience or familiarity with IOM regulation system
- Working knowledge of IOM Finance, procurement, admin and HR rules is an advantage.
- Knowledge of publicly recognized accounting systems (SAP, ATLAS, Oracle, etc.), software and procedures are a distinct advantage
Skills
- Ability to prepare clear and concise reports and to analyse and interpret source information and data;
- High level of computer literacy is required. Good knowledge of MS office, specifically EXCEL;
- Knowledge of the region is an advantage.
Languages
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:
Value
- 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
- Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed
- Managing and sharing knowledge: continuously seeks to learn, share knowledge and
- 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/g/files/tmzbdl1491/files/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/ID10/2022/003) as subject. The deadline for applications is 18 February 2022. 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