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International Organization for Migration - Balikpapan

Deskripsi: Jobs ID 201307035

Lowongan kerja di International Organization for Migration Penempatan di Balikpapan adalah lowongan kerja Admin, lowongan kerja Accounting, lowongan kerja untuk lulusan minimal D3

International Organization for Migration

International Organization for Migration (IOM) Indonesia is looking for a 1 (one) Project Site Administrative Assistant, according to the terms of reference below:

Project Site Administrative Assistant
Balikpapan (Kalimantan Timur)


Under the overall supervision of the Project Manager for “Management & Care of Intercepted Irregular Immigrants Project Phase II (MCIIP II)”, under the direct supervision of the Project Administrative Assistant in Jakarta, in close coordination with the IOM on-site Engineering Team and with the related unit in Jakarta, the incumbent shall be responsible for the administrative, financial and personnel requirements of the project on the site he/she is assigned.


Provide general administrative assistance to the “Management & Care of Intercepted Irregular Immigrants Project Phase II” at the site office level;
Acting as the administrative, finance & personnel focal point for MCIIP II project at the project site;
In coordination with the Engineering Assistant, maintain administrative, financial & personnel files and records of the project;
Monitor project payments to Consultants & Contractors, expenditures and disbursements on site, and submit weekly report to Project Administrative Assistant MCIIP II at Jakarta;
Anticipate payment schedule for Consultants & Contractors and other Site office payables and notify the Project Administrative Assistant in Jakarta regarding operational and funding needs;
Assist the Engineering Assistant in reviewing payment requests from Consultant & Contractors;
Assist the Engineering Assistant in reviewing costs of variation orders or changes in the contract costs;
Prepare purchase request for any purchasing needs from site and obtain necessary approvals from Project Manager and other relevant departments. Send copy to Project Administrative Assistant MCIIP II at Jakarta;
Prepare petty cash advances, carry out payments, collect and prepare supporting documents (receipts, receiving reports, attendance lists, expenditures breakdown etc) and settle cash advances;
Set up and maintain a project filing system for financial and other documents, such as copies of purchase requests forms, signed contracts, meeting notes, etc;
11. Check and give approval of supporting documents related to payments to contractors or consultants before sending the documents to Project Administrative Assistant MCIIP II at Jakarta;
Assist the Senior Engineering Assistant and other project staff with clerical matters, such as drafting letters, setting up meetings, taking meeting notes and preparing travel itineraries
Organize flight tickets for MCIIP II engineers on site in coordination with the Operations Department and send copy to Project Administrative Assistant MCIIP II at Jakarta;
In coordination with the Procurement Department, organize stationary and office supplies for
project staff on site;
Provide logistics support to project meetings, trainings and events on site;
Assist the activities of engineers, consultants, contractors and the Imigrasi Officer at all times;
In coordination with Procurement Department, distribute mobile phone bills to project staff and ensure prompt payment of all individual and personal calls.
In coordination with relevant departments, assist newly hired project staff and consultants with computer set-up, email, office space, security briefings, access cards, stationary etc;
Undertake duty travel to other MCIIP II sites, as needed
Assist with reimbursements of approved weekly and monthly expenditures related to
migrant care cost.
Assist to compile data and provide monthly statistics on migrants in Balikpapan IDC
Monitor the provision of basic supplies to Irregular Migrants as per agreed schedules.
Perform other duties as may be assigned.


The incumbent is expected to demonstrate the following technical and behavioural competencies


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

Continuous Learning

Contributes to colleagues' learning
Demonstrates interest in improving relevant skills


Actively shares relevant information
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

Leadership and Negotiation

Convinces others to share resources
Presents goals as shared interests

Performance Management

Provides constructive feedback to colleagues
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures

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


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


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


Effectively applies knowledge of multiple financial disciplines to monitor and manage the work of staff
Effectively applies knowledge of relevant financial discipline
Develops / follows internal control procedures to prevent fraud and mismanagement
Ensures application of institutional financial policies and guidelines
Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.
Good coordination, communications and negotiation skills.
Good experience in dealing with government agencies and professional design consultants.
Ability to manage workload within general schedule of work, instructions and standard practices
Able to work with minimum supervision and maintain composure under pressure
Demonstrated track record in leading and working effectively with colleagues from varied cultures and professional background in order to achieve desired goals
Proficiency in Microsoft Office tools such as Word, Excel and Power Point


Diploma Degree (D3) in Administration, Accounting or Management and relevant training and experience in office management preferably in construction field. University Degree in this field will be highly regarded.
Four (4) years’ experience working as Administrative Assistant or Accounting Assistant preferably in construction companies;


Thorough knowledge of English and Bahasa Indonesia.

Position grade: General Service Staff, Grade 4

Type of Contract:

Special All Inclusive Contract for 6 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: Band IV


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

Please submit your application through

or by email

The deadline for applications is 15 July 2013.

Due to the expected volume of applications, only candidates under positive consideration will be notified

Lowongan Tayang 11 Juli 2013 @ Lowongan Kerja Kaltim - Kaltara di Hal:

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