SVN/2026/023 Project Administrative, Langsa

Job Description

eference No.                : SVN/2026/023
Position Title               : Project Administrative Assistant
Duty Station                 : Langsa
Organization Unit       : Mobility and Resilience
Classification                : G-4
Type of Appointment : Special Short-Term Contract
Report to                      :  Senior Project  Associate 
Estimated Start Date   : As soon as possible
Closing Date                  : 7 July 2026

Established in 1951, IOM is part of the United Nations System as the leading inter-governmental organization promoting humane and orderly migration for the benefit of all.

Operational in Indonesia for more than 40 years, IOM Indonesia is one of the largest IOM missions in the world working on a wide range of activities in partnership with 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-Trafficking, Labour Mobility and Social Inclusion, Disasters, Climate and Resilience, Immigration and Border Governance, Refugee Care, Migration Health, Migration Policy and Data Hub, and Resettlement and Voluntary Returns.

IOM’s DCR programme include in preparedness and prevention as well as in emergency response. For that IOM works alongside and contributes to strengthening the capacity of government partners and local and international counterpart including support to the national and local cluster system particularly the National Cluster on Displacement and Protection (Klasnas PP) including in supporting the Camp Coordination and Camp Management (CCCM) cluster where globally, IOM is one of the lead agencies. 

Under the direct supervision of Senior Project Associate  and the overall supervision of the Project Officer and with close coordination with Resouce Management Unit in Jakarta,  the Project Administrative Assistant will responsible for supporting and organizing the administrative work and implementation activities based on the IOM procedure.

Responsibilities

Responsibilities and Accountabilities

1.    Perform administrative coordination of camp management and project field activities, liaison with Finance and Procurement units in Jakarta and external parties to initiate requests, obtain necessary clearance, process and follow-up on administrative action; 
2.    Carry out all procurement activities through WAVE system and ensure the proper IOM procurement administrative procedures are implemented and strictly adhered including but not limited to receive, review and process purchase and payment documents as well as arrange meetings with vendors. 
3.    In close coordination with Field Assistants update field procurement plan and ensure all good and services are ready in timely manner in accordance to IOM policy and procedures. 
4.    Support logistics preparations for project activities on field especially for refugee movement within Aceh, Pekanbaru and to other provinces following IOM procurement policy and procedures. 
5.    In close coordination with Finance unit in Jakarta offices ensure that all field project financial documents are properly documented and entered in WAVE in a timely manner and ensure that all administrative financial procedures are carried out according to IOM policy and procedures. 
6.    Provide administrative report to Jakarta office as necessary and providing clerical assistance related to project need. 
7.    Maintain consultant attendance and leave record and coordinate with HR Jakarta time for payroll purposes. 
8.    Assist Aceh and Pekanbaru team in monthly beneficiaries’ head count and monthly cash allowance distribution. 
9.    Perform other related duties as assigned. 
 

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

• Experience in humanitarian or development programmes targeting migrants.  
• Experience working in administrative area. 
• Familiar with accounting system (SAP, ATLAS, Oracle) software and procedures are a distinct advantage. 
• Experience in liaising with governmental authorities, national/international institutions, United Nations agencies and non-governmental organizations

• Indonesian National with good knowledge and understanding of migration issues and border managment in Indonesia context, is an advantage

• Able 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.

Skills

• Excellent administrative work, including coordination with finance and procurement team.  
• Able to use MS Excel and MS Word. 
• Excellent interpersonal skills.  
• Respect for diversity. 
• Excellent organizational skills: ability to meet deadlines and work under pressure. 
   

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 and 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.

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.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

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