International Organization for Migration (IOM) Indonesia

International Organization for Migration (IOM) Indonesia is looking for a Receptionist/Administrative Assistant according to the terms of reference below. Reference No : SVN/ID10/2012/058 Position Title : Receptionist/Administrative Assistant Classification : General Service Staff, Grade 4 Duty Station : Jakarta – Indonesia Type of Contract : Special All Inclusive Contract, 6 months, with possibility of extension (The first three months will be considered as probation period. The tenure of contract of internal candidate holding a Fixed Term contract will remain unchanged). General Function Under the direct supervision of the Senior Resources Management Officer and in close coordination with relevant unit in the mission, the incumbent will perform the following functions: Receive and greet visitor to the organization; ascertain the visitors’ wants and direct them to the person or entity called upon; Answer calls, provides basic information (either by callers or visitors), and re-routes telephone calls, responds to routine inquiries and keeps record of important calls and visits; Receive, screen and ensure that all IOM incoming and outgoing mails/faxes which includes preparation of airway bill and pro forma invoice, is delivered in a timely manner; Ensure that the reception area is clean, staffed and organized at all times during business core hours; In Coordination with the HR Unit and Procurement/Logistics Unit maintain an updated staff contact lists, emergency numbers and various agency contacts numbers Provide administrative support such as scanning documents, fax documents, etc Responsible for meeting room bookings Regularly checking time cards for staff in Jakarta office and update the database of Staff Attendance Record accordingly 9. In coordination with Procurement Unit, act as PRF Focal Point (PFP) for RCA project for all sub offices and update the PRF tracking sheet accordingly 10. Responsible for coordination with Telkomsel related to preparation of monthly payment vouchers, distribution of phone bills and maintenance of updated record for all mission mobile phone numbers. 11. Responsible for coordination with VIZADA (satelite phone service provider) related to preparation of monthly payment vouchers and maintenance of updated records for entire mission sat phone numbers. 12. Responsible for preparation of monthly payment vouchers of Telkom landline payment and distribution of phone bills 13. Responsible for preparation of monthly payment vouchers of Electricity payment and update the Electricity summary accordingly 14. Assist Logistics unit with particular task follow up, when possible and requested by SRMO and/or Logistics officer. Responsible for updating Index of IOM Indonesia Instructions Responsible for updating Indonesia Sub-office Management Check List database Maintain effective filling system related to his/ her tasks Perform other duties as may be required. Desirable Competencies Behaviour Accountability 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 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 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 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 Technical : a) Excellent written and verbal communications skills both in English and Bahasa Indonesia b) experience in preparing official documentation relating to procurement, administration, finance and security. c) Proficient in computer application (MS Office, etc) and other office equipment (facsimile, scanner, etc). Desirable qualifications: Education & Experience: a) Minimum Diploma Degree in Business/Office Administration, Secretarial, Public Relation or Management. b) At least four years of experience as Receptionist or related working experience in Administration/financial, and logistics/Procurement in International Organization. Language : Fluency in English and Bahasa Indonesia, both oral and written HOW TO APPLY Interested candidates are invited to send the application, 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 indicating the reference code above as subject. The deadline for applications is 3 August 2012 Due to the expected volume of applications, only candidates under positive consideration will be notified. For those who have applied for the same position need not to re-apply again.