Job Description
Job Description
Open to Internal and External Candidates
Reference No.
: VN/2026/005
Position Title
: Programme Assistant
Duty Station
: Jakarta
Organization Unit
: Mobility and Resilience
Classification
: G-4
Type of Appointment
: One Year Fix-Term Contract
Report to :
Senior Project Associate (Climate & Resilience))
Estimated Start Date
: As soon as possible
Closing Date
: 8 March 2026
Context
Introduction
Established in 1951, IOM is a related organization of the United Nations, and as the leading UN agency in the fi eld ofmigration, IOM works closely with governmental, intergovernmental and non-governmental partners. IOM isdedicated to promoting humane and orderly migration for the benefi t of all.
Operational in Indonesia for more than 40 years, IOM Indonesia works on a wide range of activities in partnershipwith the Government of the Republic of Indonesia, civil society, private sector actors, migrants and communities.
IOM Indonesia is engaged in several thematic areas, including: Counter-Traffi cking (CT), Labour Mobility and SocialInclusion (LMSI), Disasters, Climate and Resilience (DCR), Immigration and Border Governance (IBG), Refugee Care,Migration Health, Migration Policy and Data Hub, and Resettlement and Voluntary Returns
Throughout the years, IOM has gained expertise and capacity to address national and regional migration issues. Itscollaboration network covers a wide range of stakeholders, including but not limited to ASEAN Member States, IOMregional Country Offi ces, governmental and non-governmental institutions of Indonesia, etc. The working scope ofIOM has several thematic areas such as counter- traffi cking and protection, disaster climate and resilience,immigration and border governance, labour mobility and social inclusion, refugee care and assistance, resettlementand assisted voluntary return and reintegration
Under the direct supervision of Senior Project Associate and the overall supervision of the Programme Coordinator, the Programme Assistant will be responsible for supporting and organizing the implementation activities for the‘‘Climate Migration” project, based in Jakarta. Indonesia
Responsibilities
RESPONSIBILITIES
Responsibilities And Accountabilities
Provide administration-related assistance and regular support on admin, fi nance, and logistical matters with relevant units, as well as with external stakeholders, to support implementation activities.
Carry out all administrative and logistics arrangements for project activities such as meetings, trainings, workshops, awareness raising session, presentations, and other activities in coordination with relevant internal parties and in line with IOM procedures and processes, including necessary paper requirements, travel and hotel arrangements, travel authorization of staff and trip itineraries when necessary.
Create and maintain an efficient fi ling system of all financial and other supporting documents for the project implementation.|
Track payment record, receive, verify and check all incoming invoices/official receipts for payments of project-related activities and verify that it has valid supporting documents; reconcile eligible project expenditures and commitments incurred under a project portfolio; handles petty cash requirements and reimbursement of approved project expenditures.
Provide data for prompt and accurate financial tracking, financial record keeping and financial reporting for all project activities and verify all financial records are in accordance with IOM standards. This includes weekly PRF, payment, PO tracking, financial report, commitment tracking report, daily operational balance, tracking sheet, and report on overspent and underspent items, among others;
Retrieve, compile, summarize, , and present information/data on specific project topics.
In coordination with the NPOs under Mobility and Resilience Unit, prepare estimated budgets for project activities, monitor the budget, and ensure the timely submission of expenditure, obtain necessary approval and update budget related information.
Draft correspondence on project issues; prepare/draft and update reports, briefing notes, graphics, statistical tables, meeting notes, presentation, press-releases, projects’ and donor’s visibilities, and other forms of documentation.
Support to maintain coordination and relationships with relevant government and nongovernment labour migration stakeholders at national and sub-national levels to ensure their continued support and engagement across the projects.
In coordination with the Senior Project Associate , prepare budget for project activities, control budget and analyse variances between budget and actual expenditures;
Monitor cash advance requests and outstanding amount of project staff and ensure that all settlements are submitted in timely manner. Follow up with staff when required.
Attend to online/in-person trainings, staff development opportunities on relevant admin, fi nance, procurement matters.
Perform any other duties as may be assigned, including duty travel.
Qualifications
Required Qualifications and Experience
Education
University degree in Business Administration, Finance, Management, Accounting or related field from an accredited academic institution with at least2 (two) years of relevant professional experience; or
Completed high school degree with at least 4 (four)years in relevant work experience,
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
Indonesian national with good knowledge of, and experience in project administration implementation and operational;
Working experience in UN agencies will be preferable;
Have relevant training and fi eld experience, specifically in IOM accounting systems
Basic knowledge on project management is desirable.
Skills
Attention to detail;
Have ability to manage workload within general schedule of work, instructions and standard practices;
Demonstrated ability to work in a multicultural, multi-ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds;
Knowledge of IOM accounting systems, software and procedures a distinct advantage;
Ability to prepare clear and concise reports and to analyse and interpret source information and data.
High level of computer literacy is required especially database and spreadsheet, knowledge of IOM computerized accounting systems is an advantage.
Languages
All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).
For this position, fluency in
English and Bahasa Indonesia
is required (oral & written)
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
IOM’s competency framework can be found at this link . Competencies will be assessed during the selection process.
Values
- all IOM staff members must abide by and demonstrate these five values:
Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
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.
Courage: Demonstrates willingness to take a stand on issues of importance.
Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies
– behavioural indicators Level 1
Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Managerial Competencies
– behavioural indicators Level 2, if with direct reports
Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
Humility: Leads with humility and shows openness to acknowledging own shortcomings.
Notes
Please refer to this link for guidance on IOM Job Category.
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
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