SVN/2026/023 Project Administrative Assistant, Langsa

Organizational Context

The International Organization for Migration (IOM) is a leading inter-governmental organization within the UN system, promoting humane and orderly migration. IOM Indonesia, operational for over 40 years, engages in diverse activities including Counter-Trafficking, Labour Mobility, and Disaster, Climate and Resilience. This Project Administrative Assistant role supports the Mobility and Resilience unit in Langsa.

Job Purpose

The Project Administrative Assistant in Langsa will provide essential administrative support to the Mobility and Resilience unit, reporting to the Senior Project Associate. This role is crucial for the effective implementation of project activities, ensuring adherence to IOM procedures. The position involves coordinating administrative tasks, liaising with various units and external parties, and supporting field operations. The incumbent will manage procurement processes, assist with financial documentation, and provide general clerical assistance to ensure smooth project execution and timely delivery of services, contributing to IOM's mission in Indonesia.

Responsibilities

The Project Administrative Assistant is responsible for administrative coordination of camp management and project field activities, including liaison with Finance and Procurement units in Jakarta and external parties. This includes initiating requests, obtaining clearances, and processing administrative actions. The role involves carrying out all procurement activities through the WAVE system, ensuring adherence to IOM procedures, and processing purchase and payment documents. Additionally, the assistant will update field procurement plans, support logistics for project activities, ensure proper documentation and entry of financial data in WAVE, and provide administrative reports and clerical assistance. Maintaining consultant attendance and leave records, and assisting with beneficiary headcounts and cash allowance distribution are also key duties.

Work Experience

Experience is required in humanitarian or development programs targeting migrants and in administrative areas. Familiarity with accounting systems like SAP, ATLAS, or Oracle is advantageous. Experience liaising with governmental authorities, UN agencies, and NGOs is beneficial. The candidate should be able to manage workload effectively and demonstrate ability to work in a multicultural environment.

Skills

Proficiency in administrative tasks, including coordination with finance and procurement teams. Competence in MS Excel and MS Word. Excellent interpersonal and organizational skills, with the ability to meet deadlines and work under pressure. Respect for diversity is also essential.

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