SVN/2025/005 - Programme Assistant, Jakarta

Job Description

Open to Internal and External Candidates

Reference No. : SVN/2025/005
Position Title : Programme Assistant
Duty Station : Jakarta
Organization Unit : Mobility and Resilience 
Classification : G-4
Type of Appointment : Special Short-Term Contract
Report to : National Project Officer 
Estimated Start Date : As soon as possible
Closing Date : 9 April 2025

Established in 1951, IOM is a related organization of the United Nations, and as the leading UN agency in the field of migration, IOM works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to 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 Indonesia, civil society, private sector actors, migrants and communities. IOM Indonesia is engaged in several thematic areas, including: Counter-Trafficking Labour Migration/Labour Mobility and Social Inclusion (CT-LM/LMSI), Disasters, Climate and Resilience (DCR), Immigration and Border Governance (IBG), Refugee Care, Migration Health, Migration Governance and Resettlement and Voluntary Returns.

IOM’s Mobility and Resilience programme looks at building the capacity in labour migration management, counter trafficking, climate-mobility and displacement by offering policy and technical advice, and capacity building to national governments, civil society organizations, and the private sector; generating evidences to support well managed labour migration policies; supporting the development of policies, legislation, and administrative structures that promote efficient, effective migration management; engaging with civil society organizations, including migrant worker groups, unions, diaspora groups, private sector partners to foster collaborative approach in addressing multiple risks of migration and in maximizing the potential positive outcomes of migration. 

Under the direct supervision of the National Project Officer, the Programme Assistant will be responsible for financial expenditure tracking, budgetary forecasts, financial reporting, and administrative support for the implementation of IOM Indonesia’s project activities across labour migration, climate change adaptation, and humanitarian assistance to migrants and internally displace people, aiming at strengthening the capacity of government partners and counterparts at the national, sub-national level, civil society organizations, communities, international/national organizations. 

Responsibilities

Responsibilities and Accountabilities

1. Provide administration-related assistance and regular support on admin, finance, and logistical matters with relevant units, as well as with external stakeholders, to support implementation of activities.
2. 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.
3. Create and maintain an efficient filing system of all financial and other supporting documents for the project implementation.
4. 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.
5. 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.
6. Retrieve, compile, summarize, and present information/data on specific project topics.
7. In coordination with the supervisor, prepare estimated budgets for project activities, monitor the budget, and ensure the timely submission of expenditure, obtain necessary approval and update budget related information.  
8. 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. 
9. 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.
10. In coordination with the supervisor, prepare budget for project activities, control budget and analyze variances between budget and actual expenditures.
11. 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.
12. Attend to online/in-person trainings, staff development opportunities on relevant admin, finance, procurement matters.
13. 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 least 2 (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 field 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 analyze 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 

Required Skills

Job info