OPEN TO INTERNAL AND EXTERNAL CANDIDATES ONLYInternational Organization for Migration (IOM) Indonesia is looking for Administrative & Finance Assistant I according to the terms of reference below. Interested candidates are invited to submit their applications to recruitment-indonesia@iom.int not later than 26 April 2011 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/ID10/2011/014
Position Title : Administrative & Finance Assistant I
Classification : Employee, Grade 4
Duty Station : Takengon - 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 and in close coordination with the Project Manager, the incumbent will be responsible for providing finance support services to the "Sustainable Economic Growth for Aceh" - Bener Meriah and Aceh Tengah Districts" project’s activities in sub office. In particular, he/she will:
1. Process all minor payments related to operational and running cost in the districts.
2. Responsible for petty cash and handle petty cash requirements of all staff and reimbursement of approved expenditures.
3. Receive and check all invoices, settlements and financial reports; prepare the payment request form when necessary.
4. Verify invoices and documents related to the project activities and make sure that IOM’s rules and regulations and technical guidelines EDFF project are followed.
5. Follow up on outstanding items, such as advances, prepayments, clearing vouchers, cash in transit, etc.
6. Prepare daily financial report reflecting all cash receipt and expenditures for review by Admin & Finance Assistant II in Banda Aceh and submission to Project Manager.
7. Prepare accurate monthly petty cash reports to be submitted to the Admin & Finance Assistant II and Project Manager for review and subsequent inclusion in the monthly financial report.
8. Maintain financial reports.
9. Maintains a ledgers and filing system for vouchers.
10. When required, in coordination with Project Assistant in Banda Aceh arrange the ticket, hotel and other accommodation that will be provided for the participants/speakers from institutions or partners who will participate in Trainings, Workshops, Seminars or Meeting.
11. In coordination with Procurement & Logistic I and field staff in Takengon organize allowance distribution to Training or Workshop participants. Ensure the settlement of advance taken for Trainings, Workshops or Meeting are completed with attendance record, TOR, MoM, presentation material and other expenditures receipt.
12. Maintain employee attendance and leave records and other Staff files, and communicate with Human Resources Unit and RMO on HR & Administrative matters.
13. Perform any other duties as may be assigned
Desirable Qualification:
(Education, experience and personal qualities) Bachelors Degree in Economics, Administration or a related field and minimum has at least one to three consecutive years of IOM experience in similar positions, has working experience in financial and cash handling tasks and should be familiar with excel spreadsheet, word processing and other computerized tools.
Ability to prepare clear and concise reports. Proven effective organizational skills and abilities to establish priorities and plans, ability to work under pressure and cope with deadlines, proven communication skills, good interpersonal skills, detail oriented, committed efficient and flexible, high loyalty and ability to work with a minimum supervision as well as in a team. Ability to work effectively and harmoniously with colleagues from varied cultures and professional background.
Language: Fluent in English and Bahasa Indonesia both verbal and written and speak Gayo is an advantage.
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