Svn/2025/015 - Programme Assistant (Mobility and Resilience)

**Reference No.**: SVN/2025/015
**Position Title**: Programme Assistant (Mobility and Resilience)
**Duty Station**: Pekanbaru
**Organization Unit**: Mobility and Resilience
**Classification**: G-3
**Type of Appointment**: Special Short-Term Contract
**Report to**: Migration Health Physician
**Estimated Start Date**: As soon as possible
**Closing Date**: 19 May 2025

**_Context: _**

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 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 (CT), Labour Mobility and Social Inclusion (LMI), Disasters, Climate and Resilience (DCR), Immigration and Border Governance (IBG), Refugee Care, Migration Health, Migration Governance, 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 overall supervision of Project Officer and direct supervision of Migration Health Physician, the Programme Assistant will support the IOM Indonesia team with the administrative work based on the IOM procedure to support the humanitarian assistant operations in Pekanbaru and another assigned project

**_RESPONSIBILITIES
Responsibilities and Accountabilities
- **
- Receive and check all incoming invoices from suppliers and services providers; and submit document for verification process by health team.
- Receive and review all incoming invoices from beneficiaries and subsequently submit the documents to the health team for verification and reimbursement processing.
- Prepare and submit the verified invoice through the WAVE invoice submission tool, ensuring that signed official invoices/receipts and other supporting documentation are attached to all payment requests.
- Prepare guarantee letter for services providers in coordination with MHAC Team and Head of Office.
- Monitor and track outstanding bills from suppliers and service providers, as well as the cash advance balance of health staff and vendors. Ensure that all invoices and settlements are submitted promptly and accurately.
- Maintain the inventory of medical equipment and supplies for health post in Immigration Detention Center (IDC), Dirjen Imigrasi (DGI), and in Pekanbaru office.
- Liaise with following:
- Procurement Unit: maintain liaison with external service providers and assist in establishing and maintaining agreements with partners
- ICT Unit: computer software or hardware issues
- Finance Unit: Coordinate with finance to monitor the status of payment requests, ensuring the completeness and accuracy of supporting documentation.
- Ensure data files are organized according to the program filling system and maintain complete file.
- Assist in the preparation and maintain file of Travel Authorization for staff on approved official trips if needed.
- Coordinate the schedule with the office fleet and drivers to support medical activities.
- Provide clerical and administrative assistance as necessary and manage document delivery.
- Perform other duties as may be required

**QUALIFICATIONS
EDUCATION**
- University degree, preferably in Statistics, IT, Accounting, Finance, Business Administration, Management, Public Health, Nursing or any relevant field with at least 1 (one) year of experience in health services, or,
- Completed High School degree from an accredited academic institution, with 3 (three) years of relevant professional 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, operational and has knowledge and experience in health services is advantage.
- Has experience in accounting, finance and budget tracking as well as office administration; in an international organization or any client/service sector, preferably with cross-cultural exposure. - Maintains confidentiality and discretion in appropriate areas of work.

**SKILLS**
- Excellent interpersonal skills;
- Strong humanitarian and ethical principles;
- Respect for diversity;
- Excellent organizational skills; ability to meet deadlines and work un