Job Description

Reference No. : SVN/2026/047

Position Title : Project Assistant (IBG)

Duty Station : Jakarta

Organization Unit : Immigration, Border and Governance

Classification : G-4

Type of Appointment : Special Short-Term Contract

Report to : Senior Project Associate

Estimated Start Date : As soon as possible

Closing Date : 17 November 2026

Established in 1951, the International Organization for Migration (IOM) is a related organization of the United Nations (UN), and as the leading UN agency in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

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 Migration and Social Inclusion (LMSI), Disasters, Climate and Resilience (DCR), Immigration and Border Governance (IBG), Refugee Care, Migration Health, Migration Governance and Resettlement and Voluntary Returns.

IOM’s Immigration and Border Governance (IBG) unit supports member states and the observer in strengthening the policy, legislation, operational systems, human resources and administrative and technical structures required to respond more effectively to diverse migration and border management challenges. IBG project and activities are in line with IOM’s commitment to facilitate orderly, safe and regular migration and mobility.

Under the direct supervision of Senior Project Associate and the overall supervision of the Programme Manager, the Project Assistant will be responsible for supporting the implementation of IBG programmes, as well as of administrative support with the position based in Jakarta, Indonesia.

Responsibilities and Accountabilities

1. Assist in the implementation and monitoring of Immigration and Border Governance projects.
2. Retrieve, compile, summarize, and present information/data related to the IBG projects.
3. 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.
4. Create and maintain an efficient filing system of project correspondence and other supporting documents for the project implementation.
5. Draft correspondence, reports, briefing notes, graphics, statistical tables, presentations and other forms of documentation
6. 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.
7. 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;
8. Support the organization of meetings, workshops, training sessions and outreach campaigns.
9. In coordination with the Senior Project Associate and Programme Manager, respond to general information requests and inquiries; set up and maintain files/record;
10. Attend to online/in-person trainings, staff development opportunities on relevant immigration and border governance, admin, finance, and procurement matters
11. Perform any other duties as may be assigned, including duty travel.

Required Qualifications and Experience

Education

• 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.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

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.

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;
• 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.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position,fluency in English and Bahasa Indonesia is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators Level 1

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

Please refer to this link for guidance on IOM Job Category.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies