International Organization for Migration (IOM)
Indonesia is looking for an Resources
Management Assistant (Senior Admin/Finance Assistant), according
to the terms of reference below:
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I.
Position Information
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Reference No.
Position title
Position grade
Base Salary
Duty station
Type & duration of Contract
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SVN/ID10/2013/088
Resources
Management Assistant (Senior Admin/Finance Assistant)
General Service Staff / G-6
IDR 16,652,000 per month
Makassar
Special All Inclusive Contract for 6 (six) months, subject
to the medical clearance (the first three months will be considered as probation period). The tenure of contract of internal candidate
holding a Fixed Term/Regular contract will remain unchanged.
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Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation
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Band III
Support
Resources Management Unit – IOM Makassar
20034986
tba
n/a
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Reporting directly to
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Head of Sub Office(HoSO)/Programme Coordinator (East of Indonesia Region)
in Makassar for direct administrative supervision and Senior Resources
Management Officer (SRMO) in Jakarta for direct technical supervision.
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Overall supervision by
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Deputy Chief of Mission
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Managerial responsibility
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Yes
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Directly reporting staff
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5-6
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II.
Organizational Context and Scope
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Established in 1951,
IOM is the leading inter-governmental organization 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.
Under the direct
supervision of the HoSO/Programme Coordinator in Makassar, in close
coordination with Senior Resource Management Officer (SRMO) in Jakarta, and
in cooperation with the Department of Resources Management (DRM) and relevant
units at Jakarta Country Office and under overall supervision of the Deputy Chief
of Mission, the incumbent will be responsible for providing administrative,
accounting, budgetary, procurement, logistics, human resources, reporting and
other financial support services to the Makassar sub-office and other
sub-offices in its region.
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III.
Responsibilities and Accountabilities
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1. In
coordination and technical guidelines from SRMO and administrative
supervision from Ho/SO perform and oversee the day-to day accounting, HR,
administrative, and procurement / logistics functions in
accordance with IOM’s rules, regulations and procedures
2. Assist the
SRMO and HoSO in prompt and accurate financial tracking, record keeping and
reporting for all activities in East of Indonesia Region and ensure that all
accounting entries and records are in accordance with IOM standards.
3. In
coordination with the SRMO and HoSO, prepare financial information for
developing budget of activities in Regional Office.
4. In
coordination with S/RMO and HoSO, oversee budget control process and analyze
variances between budget and actual expenditures for (but not limited to)
Project activities in East of Indonesia Region prepare pipelines, financial
and donor reports.
5. Ensure that
accounts documentations received for bank/cash payments in East of Indonesia
Region and/or its sub-offices are entered in PRISM on time and proper coding
is used according to IOM’s rules and regulations.
6. Undertake
quality control checks on the monthly accounts, ensure that vendor accounts
are cleared in a timely manner, review and reconcile the balance sheet and
review all other outstanding financial matters with banks and suppliers.
7. In
coordination with SRMO/RMO,
review request for payment and receipt prior to the approval and processing
of payment or receipt.
8. In coordination with SRMO/RMO, perform physical verification of assets in
the area of responsiblity .
9. In coordination with SRMO/RMO, review outstanding commitments/open PR/PO,
perform vendor verification, spot checks on BIDS analysis
10. Bring to
the attention of the SRMO and HoSO the problems encountered and proposed
solution.
11. Prepare the
salary deduction for National Staffs Payroll and Consultant deduction to be
submitted to HR every month.
12. Work in IOM
accounting system (PRISM – SAP). In coordination with SRMO/RMO, process
monthly closure of accounts and prepare and review monthly accounting
statements.
13. Supervise Admin/finance
and Procurement/Logistics staffs.
14. Maintains
financial reports, banking system and a filing system for vouchers
15. Provide Training
and guidance to other staff in sub-offices in IOM admin and finance
procedures
16. Serve as
regional HR focal point.
17. Perform
such other related duties as may be assigned
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IV.
Competencies
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The incumbent is expected to
demonstrate the following technical and behavioural competencies
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Behavioural
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(a) Takes responsibility
and manages constructive criticism; b) Works effectively with all clients and
stakeholders; c) Promotes continuous learning; communicates clearly; d)Takes
initiative and drives high levels of performance management; e)Plans work,
anticipates risks, and sets goals within area of responsibility; f)Displays mastery
of subject matter; g) Contributes to a collegial team environment; i)
Incorporates gender-related needs, perspectives, and concerns, and promotes
equal gender participation; j) Displays awareness of relevant technological
solutions; k) Works with internal and external stakeholders to meet resource
needs of IOM.
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Technical
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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
e) Advocates incorporation of financial considerations into processes and
procedures
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V.
Education and Experience
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a) Indonesian
National
with
good knowledge of, and experience in administration and operational.
b) University
degree, preferably in Accounting with a professional certification as
chartered accountant (CA) or certified public accountant (CPA).
c) Minimum six
years of finance/accounting and administrative experience, and at least three
years of relevant professional experience.
d) Have
relevant training and field experience, specifically in IOM accounting
systems.
e) Knowledge
of publicly recognized accounting
systems (SAP, ATLAS, Oracle, etc.), software and procedures are a distinct
advantage
f) Ability to
prepare clear and concise reports and to analyze and interpret source
information and data.
g) High level
of computer literacy is required, particularly in IOM computerized accounting
systems.
h) Good
knowledge of MS office, specifically EXCEL.
i) Good
communication skills, personal commitment, efficiency, flexibility, drive for
results, respect for diversity and creative thinking.
j) Ability to
lead, coach and work effectively and harmoniously with colleagues from varied
cultures and professional backgrounds
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VI.
Languages
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Language: Thorough
knowledge of English and Bahasa Indonesia
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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 :
c) Detailed curriculum vitae, including historical
salary and minimum three referees (preferably former direct supervisors).
Please submit your
application through through http://www.iom.or.id/about.
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