Project Assistant II, IOM, Banda Aceh

OPEN TO INTERNAL AND EXTERNAL CANDIDATES
IOM is looking for a Project Assistant II according to the terms of reference below. Interested
applicants are invited to apply by submitting their application to hrbandaaceh@iom.int not later
than 9 June 2008 indicating the reference code below and job title. All candidates are
requested to specify their availability date in the application form. Please note that only short-
listed candidates will be contacted.
Reference Code : SVN/IDI/2008/065
Job Title : Project Assistant II
Duty Station : Banda Aceh, Nanggroe Aceh Darussalam, Indonesia
Classification : Employee, Grade 5
Estimate Starting Date : Soon as possible
General Functions:
Under the direct supervision of the Water Sanitation (WatSan) Program Manager (PM) the overall
guidance of the Chief of Mission and the Banda Aceh Head of Office, the incumbent is
responsible for the management of the design unit and coordination of the engineering activities
of the “Water and Sanitation Project”; including liaising with local government agencies. In
particular he/she will:
1. Assist PM in developing project strategies related to the administration and finance
(resource management), prioritization of activities in respect of objectives and agreed
timeframe
2. Responsible to the internal project overall tracking of financial projection and
disbursement. Monitor activities of resources management of IOM staff to ensure that
tasks are carried out effectively and efficiently. Report to PM any substantiated staff
performance concerns and recommend appropriate action to be undertaken.
3. Coordinate with Procurement Unit the issuance of Purchase Orders and progress
payments to contractors.
4. Assist the project management at sub-offices on site and ensure timely implementation of
activities, in accordance with project schedules issued by the Project manager/Coordinator.
5. Collect, store and provide on a monthly and quarterly basis the essential project data and
information for the planning, implementation and reporting of all aspects of the project
and ensure these are systematically organized and readily available.
6. Maintain activity statistics and prepare and draft report of site activities and
accomplishment for the project manager’s approval.
7. As required, maintain construction-wide statistics as generated and issued by other
specific housing project.
8. Accompany Coordinators/Managers or other international staff on visits to the project
field areas or other locations as required to provide interpretation during assessment, fact
finding or other work-related trips within, and if necessary, outside the Province.
9. Under direction of Project Assistant III, in the planning, coordination and arrangements
for successful conduction of mission events such as seminars/conferences, training,
meetings, presentations, and other: including travel and hotel arrangements, and trip
itineraries.
10. Assist in the review of payments for laborers and other service providers and local
authorities to ensure they are correct and necessary.
Page 2
11. Coordinate with Procurement/Logistics Assistant to arrange for transport of supplies and
materials need by the project staff.
12. When required, process Travel Application and Authorization and claims for all official
trips for housing staff in coordination with IOM Banda Aceh Admin/Finance advice on
allowances for staff member leaving on duty travel.
13. When required, facilitate application of security clearances for shelter staff on approved
official trips.
14. When required, organize travel arrangements for Housing project, including but not
limited to booking flights, hotel reservations, and facilitate application of security
clearances for shelter staff on approved trips.
15. Draft/type letters, memoranda, faxes, as well as documents and forms related to WatSan
operational and administrative matters.
16. Supervise the maintenance of an efficient filing system for all project administrative and
operational records
17. Ensure that all field based staff is aware of and strictly complies with IOM Operational
guidelines.
18. Perform such other duties as may be assigned.
Desirable Qualifications:
University degree in a relevant field. At least 1 years experience in similar field of work, especially
previous experience working in Humanitarian aid (an established working record with IOM would
be looked at favorably)
Proven ability and experience in liaising with UN, Government Departments/Authorities and other
aid organizations. Experience in preparing official documentation relating to procurement,
administration, finance and security. Proficient in general computer skills. Proven effective
organizational skills and abilities to establish priorities and plans, ability to work under pressure
and cope with deadlines. Proven communication skills, good interpersonal skills, high loyalty and
ability to work in a team to achieve the same end result.
Thorough knowledge of Bahasa Indonesia and English required.