Job: OPEN TO INTERNAL AND EXTERNAL CANDIDATES at IOM

OPEN TO INTERNAL AND EXTERNAL CANDIDATES

IOM is looking for a Project 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 23rd October 2007 indicating the reference code below. 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/ID1/2007/102
Position Title : Project Assistant
Duty Station : Banda Aceh, Nanggroe Aceh Darrussalam, Indonesia
Classification : Employee, Grade 4
Estimate Starting Date : Soon as possible
General Functions: Under the guidance and supervision of the Project Manager (PM) and Project Coordinator, the Project Assistant will be responsible for providing administrative and finance support services to the livelihoods project. The following specific duties have been enumerated mainly for the incumbent to have a clear understanding of the position and the roles and responsibilities expected and should therefore not be considered absolute and exhaustive.

Finance:

Maintain project-specific financial tracking to enable PM to track project expenditures.

Responsible for handling petty cash requirements of the project and the maintenance of daily balance book to support petty cash.

Prepare cash advances and settlements for any project-related expenditure.

Responsible for the reimbursement of approved expenditures of project staff

Responsible for following up pending settlement of accounts of all field-based Community Development Assistants (CDAs).

Maintain an efficient filing system of all financial information and other supporting documents. Distribute and collect mobile phone bills to staff and ensure prompt payment of all individual and personal calls.

Closely coordinate with Finance Unit to ensure that all financial transactions are in order. Prepare Purchase orders for the procurement of all approved project items, and liaise with Procurement Unit.

Administrative:

Provide clerical assistance (drafting letters of correspondence, etc) as necessary.

Organize official travel arrangements for project staff, including but not limited to booking flights, hotel reservations, etc.

Maintain project files, including photographs

Process Travel Authorizations, Security Clearances and related claims for all official trips of project staff and ensure that the daily subsistence allowance computation for official travel of project staff is correct and accurate prior to processing by Finance Unit.

Maintain employee attendance and leave records.

Generate and prepare administrative reports as required.

Provide translation and interpretation services as required.

Undertake other administrative and finance duties that may be assigned from time to time which are commensurate to the position.

Desirable Qualifications: Completion of tertiary education, preferably in finance or administration. At least two years experience working with an international organization. Expertise in preparing financial reports and developing financial management tools highly desirable.