Project Administrative Assistant

The Project Administrative Assistant supports and organizes administrative work and implementation activities for the Mobility and Resilience unit in Langsa, Indonesia. The role involves coordination with finance and procurement units, managing procurement activities, supporting logistics preparations, and maintaining administrative and financial documentation according to IOM procedures.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• Provide administrative report to Jakarta office as necessary and providing clerical assistance related to project need.
• Maintain consultant attendance and leave record and coordinate with HR Jakarta time for payroll purposes.
• Assist Aceh and Pekanbaru team in monthly beneficiaries’ head count and monthly cash allowance distribution.
• Perform other related duties as assigned.

Requirements

• 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 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 management 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.
• 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.
• Fluency in English and Bahasa Indonesia (oral and written).

Skills

• Business Administration
• Finance
• Accounting
• Humanitarian Programming
• Development Programs
• Administrative Support
• SAP
• ATLAS
• Oracle
• Liaison with Governments
• Coordination with UN Agencies
• Procurement Coordination
• Logistical Support
• MS Excel
• MS Word
• Financial Documentation
• Organizational Skills
• Multicultural Work Environment
• Migration Issues Understanding
• Border management knowledge

Languages

English, Bahasa Indonesia