Vacancy at IOM - Administrative and Finance Assistant II

IOM Indonesia is looking for Administrative & Finance Assistant II according to the terms of reference below. Interested candidates are invited to submit their applications to recruitment-indonesia@iom.int not later than 16 November 2010 indicating the reference code below as subject. All candidates are requested to specify their availability date in the application form. Please note that only short-listed candidates will be contacted.

Reference No : SVN/ID10/2010/068
Position Title : Administrative & Finance Assistant II
Classification : General Service Staff, Grade 5
Duty Station : Banda Aceh - Indonesia


Type & duration of contract: Special All Inclusive Contract, 3 months with possibility of extension.

General Functions :

Under the direct supervision of the National Resources Management Officer and the overall supervision of the Senior Resources Management Officer in Jakarta and in close coordination with the Project Manager, the Administrative & Finance Assistant II in Banda Aceh is responsible for providing finance support services to the "Sustainable Economic Growth for Aceh - Bener Meriah and Aceh Tengah Districts" project’s activities. In particular he/she will :

1. Process all major procurement in the project related to operational and running cost in the Banda Aceh.
2. Ensure proper maintenance of ledgers and accounts
3. Maintain files of all financial instructions/guidelines issued as reference for completion of work assignments;
4. Verify invoices and ascertain that the equipment, supplies or services they refer to were duly received or provided before proceeding with payment request;
5. After obtaining appropriate approvals, effect payments to suppliers and staff members;
6. Enter payments, receipts and non-cash vouchers in field accounting system, (PRISM);
7. Maintain PRISM accounting software including regular maintenance functions and monthly closing procedures;
8. Ensures all supporting documentation and signatures are obtained before finalizing vouchers;
9. Maintains a filing system for vouchers;
10. Assist with the maintenance of an effective banking system including preparing a monthly bank reconciliation;
11. In coordination with RMO, prepare the estimated cost of staff as well as rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses, to include in the mission’s budget;
12. Prepare funding requests to IOM Jakarta and ensure that sufficient funds are available locally;
13. In coordination with RMO, prepare monthly/annual financial reports for the project and donor reports;
14. In coordination with RMO, prepare Project Financial Pipeline Analysis for project .
15. Ensures that the project’s Budget Monitoring Sheets are followed and updated accordingly.
16. Bring to the attention of the supervisor any relevant financial issues.
17. Suggest improvements to internal controls and streamlining/efficiencies;
18. Review all Purchase Requests before obtaining the signature from ROM/PM.
19. Supervise and provide guidance to the Admin/finance Assistants in the field offices in terms of financial procedures, Provide training and technical guidance on finance & administration procedures to new staff in IOM Banda Aceh and sub offices
20. Assist RMO in preparation monthly bank reconciliation for IOM bank account Aceh
21. Perform such other duties as may be assigned.

Desirable Qualifications :

Bachelors Degree in Economics, Administration or a related field and minimum has at least three consecutive years of IOM experience in similar positions, experience in financial and cash handling tasks and should be familiar with excel spreadsheets, word processing and other computerized tools

Knowledge, skills and ability to extract, interpret, analyse and process financial data. Possess strong and effective organizational skills and communication skills, detail oriented, committed, efficient and flexible. Ability to establish priorities and plans, ability to work under pressure and cope with deadlines. Good written and spoken communications skills, good interpersonal skills, ability to work effectively and harmoniously within a team from varied cultures and professional background.

Thorough knowledge of English