Project Assistant (IBG)

The Project Assistant (IBG) supports the implementation and administrative coordination of Immigration and Border Governance projects in Jakarta, Indonesia. The role involves data compilation, financial tracking, report drafting, and organizing meetings and trainings under the supervision of the Senior Project Associate and Programme Manager.

Responsibilities

• Assist in the implementation and monitoring of Immigration and Border Governance projects.
• Retrieve, compile, summarize, and present information/data related to the IBG projects.
• Support administrative coordination for the project implementation, involving liaison with diverse organizational units, government officials and other external parties to initiate requests, obtain necessary clearances, process and follow up on administrative actions.
• Create and maintain an efficient filing system of project correspondence and other supporting documents for the project implementation.
• Draft correspondence, reports, briefing notes, graphics, statistical tables, presentations and other forms of documentation.
• Draft status report, identifying shortfalls including tracking 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; handle 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 by 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;
• Support the organization of meetings, workshops, training sessions and outreach campaigns.
• In coordination with the Senior Project Associate and Programme Manager, respond to general information requests and inquiries; set up and maintain files/record;
• Attend to online/in-person trainings, staff development opportunities on relevant immigration and border governance, admin, finance, and procurement matters.
• Perform any other duties as may be assigned, including duty travel.

Requirements

• University degree in Political/Social Sciences, Law, Management, International Relation 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.
• Indonesian National with good knowledge and understanding of migration, border security and migration management context in Indonesia.
• Working experience in UN agencies will be preferable.
• Have relevant training and field experience, specifically in IOM project implementation, project development, including delivering training to government and non-government stakeholders.
• Basic knowledge on project management is desirable.
• 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.
• Well versed in written and oral communication skills in English and Indonesian, including the ability to explain and present technical information; able to draft written documentations in a clear and concise style in both English and Indonesian.
• Fluency in English and Bahasa Indonesia (oral and written) is required.

Skills

• Migration Management
• Border Security
• Project Implementation
• Project Development
• Training Delivery
• Project Management
• Report Writing
• Data Analysis
• Financial Tracking
• IOM Accounting Systems
• Database Management
• Excel Spreadsheets Proficiency
• Multicultural Work Environment
• Stakeholder Engagement
• Technical Communication
• English Language Proficiency
• Proficiency in Bahasa Indonesia

Languages

English, Bahasa Indonesia