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International Organization for Migration
International Organization for Migration (IOM) Indonesia is looking for 2 (two) Administrative & Finance Assistant , according to the terms of reference below:
Administrative & Finance Assistant
IDR 12418167 - 12418167
Makassar (Sulawesi Selatan), Medan (Sumatera Utara)
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
Maintain cash advance balance of each staff and vendor as well as clear them in timely manner. Ensure that all settlements are submitted on timely manner and are accurate.
Input in PRISM the daily transactions under regional office and other sub-offices.
Performe financial monthly closure in close coordination with Jakarta Head Office.
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
Prepare monthly budget forecast and submit to Jakarta Office for approval and subsequent funds transfer
Maintain an efficient filling system of all financial and each project implemented in the field as well as other supporting documents.
Provide clerical assistance (drafting letters of correspondence, etc) as necessary
Ensure that accounting documentations received for bank/cash payments in Jakarta and/or its sub-offices are entered in PRISM on time and proper coding is used according to IOM’s rules and regulations.
Undertake quality control checks on the monthly accounts, ensure that debtor/creditor accounts are cleared in a timely manner, review and reconcile the balance sheet and review all other outstanding financial matters with banks and suppliers
Provide accounting support and advice to sub-offices’ staff as necessary for efficient operation at the sub-office level;
Maintain copies of updates confidential individual records of employees based in respective area 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
Maintain employee attendance and leave records and communicate directly with Human Resources in Jakarta for payroll purposes
Generate and prepare administrative report as required
Perform any other duties as may be assigned.
The incumbent is expected to demonstrate the following technical and behavioural competencies
(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.
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.
Thorough knowledge of English and Bahasa Indonesia
Position grade: General Service Staff / G-5
Type of Contract:
Special All Inclusive Contract for 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.
Seniority band: Band III
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 :
Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit your application through
or send by email to
The deadline for applications is 07 October 2013.
Only applicant who meet the above qualification will be short-listed
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