Temporary Administrative & Finance Assistant (SVN/ID10/2014/011)

International Organization for Migration

International Organization for Migration (IOM) Indonesia is looking for 1 (one) Temporary Administrative & Finance Assistant, according to the terms of reference below:

Temporary Administrative & Finance Assistant (SVN/ID10/2014/011)
Makassar (Sulawesi Selatan)

Responsibilities:

ORGANIZATIONAL CONTEXT AND SCOPE
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 guidance and direct supervision of the Resources Management Assistant in Makassar/Medan and overall supervision of the HoSO/RCA Programme Coordinator in Makassar/Medan, the field-based incumbent will be responsible for providing administrative and finance support to respective IOM Regional Office and its sub-offices.

RESPONSIBILITIES AND ACCOUNTABILITIES

• Responsible for checking the accuracy of all payments, invoices, official receipts before processing the requests for payment
• Processing and releasing cash and cheque payments to staff and/or other payees as approved by the Head of Sub-Office, ensuring that signed official receipts support all payments
• Ensure that all settlements are submitted on timely manner and are accurate.
• Maintain cash advance balance of each staff and vendor as well as clear them in timely manner.
• Input in the accounting system of the daily transactions under Makassar office and other suboffice under eastern region of Indonesia.
• Performing financial monthly closure in close coordination with Jakarta Head Office.
• Responsible for the petty cash management and reimbursement of approved expenditures of staff
• Maintain daily balance book/ledger to support the petty cash
• Prepare monthly financial report reflecting all cash receipts and expenditures to be reviewed by the Head of Sub-Office and submit to the Jakarta office
• Perform as procurement and logistics focal point and in close coordination with Procurement and Logistics Unit. in Jakarta.
• Prepare monthly budget forecast and submit to Jakarta Office for approval and subsequent funds transfer
• Maintain an efficient filling system of all financial and other supporting documents
• Ensure that the Daily Subsistence Allowance computation for official travel is correct and accurate before releasing funds
• Distribute mobile phone bills to staff and ensure prompt payment of all individual and personal calls
• Conduct random checks to ensure that all identified calls are work-related and are justifiable.
• Provide clerical assistance (drafting letters of correspondence, etc) as necessary
• Maintain an efficient filling system for each project implemented in the field.
• Maintain copies of updates confidential individual records of employees based in Makassar and ensure that copies of all relevant documents related to staff employment are enclosed, such as updated Personal History Forms, Curriculum Vitae Medical forms (claims, receipts), contracts, etc
• Assist in the preparation of Travel Authorization for staff on approved official trips
• Maintain employee attendance and leave records and communicate directly with Human Resources in Jakarta for payroll purposes
• Generate and prepare administrative report as required
• Undertake other administrative and finance duties that may be assigned from time to time which are commensurate to the position

Requirements:

COMPETENCIES
The incumbent is expected to demonstrate the following technical and behavioural competencies

Behavioural
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.

Technical

Effectively applies knowledge of multiple financial disciplines to monitor and manage the work of staff Effectively applies knowledge of relevant financial discipline Develops / follows internal control procedures to prevent fraud and mismanagement Ensures application of institutional financial policies and guidelines Advocates incorporation of financial considerations into processes and procedures EDUCATION AND EXPERIENCE University degree, preferably in Accounting with a professional certification as chartered accountant (CA) or certified public accountant (CPA). Minimum five years of finance/accounting and administrative experience. Have relevant training and field experience, specifically in IOM accounting systems. Knowledge of publicly recognized accounting systems (SAP, ATLAS, Oracle, etc.), software and procedures are 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, particularly in IOM computerized accounting systems. Good knowledge of MS office, specifically EXCEL. Good communication skills, personal commitment, efficiency, flexibility, drive for results, respect for diversity and creative thinking. Ability to lead, coach and work effectively and harmoniously with colleagues from varied cultures and professional backgrounds. LANGUAGES Thorough knowledge of English and Bahasa Indonesia Reference No. : SVN/ID10/2014/011 Position grade: General Service Staff / G-5 Base Salary : IDR 12,418,167 per month Seniority band: Band III Duty Station: Makassar Type of Contract: Special All Inclusive Contract for four months, subject to the medical clearance. The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged. HOW TO APPLY Interested candidates are invited to send the application in ENGLISH, with: Cover letter, clearly specify suitability and availability date, 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 Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors). Please submit your application through http://www.iom.or.id/about.jsp?lang=eng or send by email to recruitment-indonesia@iom.int The deadline for applications is 03 February 2014. Only applicant who meet the above qualification will be short-listed