International Organization for Migration (IOM) Indonesia is looking for a Treasury Assistant according to the terms of reference below:
I. Position Information
Reference No.
Position title
Position grade
Duty station
Type of Contract
SVN/ID10/2013/031
Treasury Assistant
General Service Staff, Grade 4
Bandung
Special All Inclusive Contract for 6 (six) months (subject to the medical clearance), with the possibility of extension. The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged
Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation
Band IV
Finance
DRR Project – West Java
tba
tba
n/a
Reporting directly to
Admin/Finance Assistant II
Overall supervision by
Project Manager
Managerial responsibility
No
Directly reporting staff
0
II. Organizational Context and Scope
Under the direct supervision of the Admin and Finance Assistant II and the overall supervision of the Head of Sub-Office (HoSo), the incumbent will be responsible for providing finance support services to the project’s activities.
III. Responsibilities and Accountabilities
1. Coordinate with all projects regarding their payments needs and ensure proper documentations are submitted in accordance to IOM rules and regulations.
2. Verify the documents submitted by staff (especially payment request) and supporting documentations prior to processing payments and make sure that IOM’s rules and regulations are followed
3. Verify invoices and documents submitted by suppliers and service providers and make sure that IOM’s rules and regulations are followed
4. Process and release duly approved and authorized cash payments and bank transfers to all vendors and staff, ensuring that signed official invoices receipts and other supporting documentation is attached to all payment requests.
5. Responsible for daily petty cash and handle petty cash and bank transactions
6. Keep daily financial record of all petty cash receipts and expenditures including bank transactions
7. Ensure that accounts documentations received for Bandung sub-offices, as assigned, are entered in PRISM on time and proper coding is used according to IOM’s rules and regulations. .
8. Count the cash regularly and prepare accurate cash certificates
9. Maintain an efficient filing system of all financial and other supporting document
10. Maintain a tracking record of Cash Advance
11. Inform the Finance Assistants on the cash forecast as well as assist on the preparation of the Mission's monthly Funding Request
12. Perform any other duties as may be assigned
IV. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies
Accountability
Accepts and gives constructive criticism
Follows all relevant procedures, processes, and policies
Meets deadline, cost, and quality requirements for outputs
Monitors own work to correct errors
Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
Identifies the immediate and peripheral clients of own work
Establishes and maintains effective working relationships with clients
Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
Continuous Learning
Contributes to colleagues' learning
Demonstrates interest in improving relevant skills
Communication
Actively shares relevant information
Clearly communicates, and listens to feedback on, changing priorities and procedures
Writes clearly and effectively, adapting wording and style to the intended audience
Listens effectively and communicates clearly, adapting delivery to the audience
Creativity and Initiative
Proactively develops new ways to resolve problems
Leadership and Negotiation
Convinces others to share resources
Presents goals as shared interests
Performance Management
Provides constructive feedback to colleagues
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Planning and Organizing
Sets clear and achievable goals consistent with agreed priorities for self and others
Identifies priority activities and assignments for self and others* Organizes and documents work to allow for planned and unplanned handovers
Organizes and documents work to allow for planned and unplanned handovers
Identifies risks and makes contingency plans
Professionalism
Masters subject matter related to responsibilities
Identifies issues, opportunities, and risks central to responsibilities
Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
Persistent, calm, and polite in the face of challenges and stress
Treats all colleagues with respect and dignity
Works effectively with people from different cultures by adapting to relevant cultural contexts
Knowledgeable about and promotes IOM core mandate and migration Solutions
Teamwork
Actively contributes to an effective, collegial, and agreeable team environment
Contributes to, and follows team objectives
Gives credit where credit is due
Seeks input and feedback from others
Delegates tasks and responsibilities as appropriate
Actively supports and implements final group decisions
Takes joint responsibility for team's work
Technological Awareness
Learns about developments in available technology
Proactively identifies and advocates for cost-efficient technology solutions
Understands applicability and limitation of technology and seeks to apply it to appropriate work
Technical
a) Effectively applies knowledge of multiple financial disciplines to monitor and manage the work of staff
b) Effectively applies knowledge of relevant financial discipline
c) Develops / follows internal control procedures to prevent fraud and mismanagement
d) Ensures application of institutional financial policies and guidelines
V. Education and Experience
a) Diploma Degree in Accounting or Business Administration with experience in financial management of accounts, cash handling tasks. University Degree in this field is advantage.
b) Minimum four years of finance/accounting and administrative experience.
c) Have relevant training and field experience, specifically in IOM accounting systems.
d) Knowledge of IOM accounting systems, software and procedures a distinct advantage.
e) Ability to prepare clear and concise reports and to analyse and interpret source information and data.
f) High level of computer literacy is required, particularly in IOM computerized accounting systems.
g) Good knowledge of MS office, specifically EXCEL.
h) Good communication skills, personal commitment, efficiency, flexibility, drive for results, respect for diversity and creative thinking.
i) Ability to lead, coach and work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
VI. Languages
Fluency in English and Bahasa Indonesia, both oral and written
HOW TO APPLY
Interested candidates are invited to send the application in ENGLISH, with :
a) Cover letter, clearly specify suitability and availability date,
b) Complete the Personal History Form which can be downloaded at the following link :
http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=nl&file=phform.xls
c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit the application by email to recruitment-indonesia@iom.int and indicating the reference code above (SVN/ID10/2013/031) as subject. Only applicant who meet the above qualification will be short-listed
The deadline for applications is 26 May 2013
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