IOM is looking for Administrative/Finance Assistant according to the terms of reference below. Interested applicants are invited to apply by submitting their application to hrbandaaceh@iom.int no later than 29th October 2007 indicating the reference code below and job title apply for.
All candidates are kindly requested to specify their availability date in the application form. Please note that only short-listed candidates will be contacted.
Reference Code : SVN/IDI/2007/105
Job Title : Administrative/Finance Assistant
Duty Station : Banda Aceh, Nanggroe Aceh Darussalam, Indonesia Classification : Employee, Grade 4
Estimate Starting Date : Soon as possible
General Functions: Working under the functional supervision of the Resource Management Officer in Banda Aceh and the administrative supervision of the Project Manager Post-Conflict and Reintegration Program the incumbent will provide administrative support services to the said project.
In particular, he/she will:
1. Exercise delegated authority from the Project Manager in relation to all office, administrative, and/or financial matters of a field-based nature with respect to both the SCACP, ICRS/PIKR, and other IOM teams based in field offices.
2. Take decisions and related attendances in terms of IOM assets and equipment, esp. tracking staff-held assets.
3. Maintain a clean and smooth-running of offices in cooperation with field-based staff.
4. Check and review settlement/reconciliation, funding requests, and related financial documentation from field offices.
5. Process financial progress claims from local partners, sub-contractors, suppliers, and other parties.
6. Maintain files of all external correspondence, financial instructions/guidelines issued as reference for completion work assignment; maintain an efficient filling system for all administrative records, including travel authorizations (TA).
7. Extract, interpret, analyze and process financial data in relation to operations and program expenditures and disbursements in close coordination with project team members, which includes preparing budgets, reviewing budget proposals from local partners, performing bid analysis, and general financial tracking.
8. Verify invoices and ascertain that the equipment, supplies or services they refer to were duly received or provided before proceeding with payment request.
9. After obtaining appropriate approvals, effect payment to sub-contractors, local partners, suppliers and staff member(s).
10. Act as custodian of office petty cash where required.
11. Track long-distance calls, maintain IOM address/phone indexes, welcome callers and visitors, relay messages to/from staff ,received, assess and refer telephone and personal inquires to the appropriate staff for action.
12. Responsible for booking all out-going and incoming official trips and the preparation of security clearances and travel authorizations for all field-based staff.
13. Responsible for all IOM standard forms (procurement requests, leave forms, etc) and ensure that these forms are readily available.
14. Coordinate with the all vehicle requests and security clearance to/from Banda Aceh and the field.
15. Draft and attend to correspondence, including letters, memoranda, faxes, as well as IOM documents and forms related to IOM operational and administrative matters.
16. Perform any other duty as may be assigned by his/her direct supervisor.
Desirable Qualifications:
Completion of secondary education or equivalent plus a combination of relevant certification / diploma or other supplemental academic qualifications or training in office administration, accounting, finance or related fields. Knowledge, skills and ability to extract, interpret, analyze and process financial data. Effective organizations skill and ability to establish priorities and plans, ability to work under pressure and cope with deadlines. Good written and spoken communication skills, good interpersonal skill, ability to work in a multi-cultural environment.
Languages:
Vocational fluency in English (oral) and strong documentation and writing skills in English.
