Administrative Assistant, Banda Aceh

OPEN TO INTERNAL AND EXTERNAL CANDIDATES

IOM is looking for an Administrative Assistant according to the terms of reference below. Interested applicants are invited to apply by submitting their application to hrbandaaceh@ iom.int no later than 14 February 2008 indicating the reference code below. All candidates are kindly requested to specify their availability date in the application form. Please note that only short-listed candidates will be contacted.

Reference Code : SVN/IDI/2008/ 019
Position Title : Administrative Assistant
Duty Station : Banda Aceh, Nanggroe Aceh Darussalam
Type of Appointment : Employee, Grade G3
Estimate Starting Date : As soon as Possible

General Functions:

Under the overall and direct supervision of the Police Project Manager (PM) Banda Aceh, he/she will be responsible for the following functions:

1. Provide simultaneous administration- related tasks to the PP-PM Banda Aceh.
2. Responsible for IOM Police-Project Banda Aceh’s archives and filling of relevant documents. Such as contracts; in- and out- going external communication, etc.
3. Draft out going letters, documents concerning Police Project’s activities.
4. Maintain security and confidentiality of information and documents as instructed.
5. Facilitate contacts between the PP PM Banda Aceh or other staff based in Banda Aceh or other field staffs, and other parties as deemed necessary in the course of the work.
6. Updating the project’s database & maintenance of files & important documents related to the project activity, in close coordination with the national Police Project activity at the IOM Jakarta office and other branch offices.
7. Assist in the planning, coordination and arrangement for successful conduction of mission events such as seminars/conference s, meetings, presentations, and other activity: including necessary paper requirements, travel and hotel arrangements, and trip itineraries when necessary.
8. Maintain good relationships with Special Assistant of Kapolda NAD, LO and Police Project’s Contact Persons in Polda NAD, Police Districts, Municipality Police and SPN Seulawah.
9. Make sure that Bahasa version of Police Project Progress Report is sent to Kapolda NAD every month.
10. Perform other duties and responsibilities assigned by Police Project Program Manager Banda Aceh, i.e.:
§ Answer and forward as necessary In/Out phone calls and fax
§ Receive/send and distribute In/Out mail
§ Keep a log book of all In/Out phone calls, fax and mail
§ Receive visitors and inform the IOM PP staff accordingly
§ Make travel arrangement for all IOM PP staff
§ Participate in official meetings, appointments and travel as required.
§ Coordinate with logistics re staff transportation to/from airport

Desirable qualifications:

University degree or relevant experience in social sciences, social work, or languages. Three to five years in interpretation and/or translation work. Experiences in areas related to the work of humanitarian matters. Experience gained from working in the UN an advantage. Proven ability to interact effectively with government official/local authorities is essential. Good drafting ability and communication skills, both oral and written to produce reports. Demonstrated ability to work in multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural background.

Thorough knowledge of English