Home Unlabelled Administrative/Finance Assistant (SVN/ID10/2015/074)

Administrative/Finance Assistant (SVN/ID10/2015/074)

International Organization for Migration (IOM) Indonesia is looking for an Administrative/Finance Assistant according to the terms of reference below:

I. POSITION INFORMATION

Reference No.: SVN/ID10/2015/074

Position title: Administrative/Finance Assistant

Position grade: General Service Staff, Grade 5

Base Salary: IDR 12,678,917.- per month

Duty station: Langsa, Aceh

Type of Contract: Special Short Term Contract, 6 (six) months.

Reporting directly to: Resources Management Assistant in Medan

Overall supervision by: Head of Sub-Office / RCA Programme Coordinator for Sumatera Region in Medan

Estimated start date: As soon as possible

Closing Date: 25 September 2015

II. 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 administrative direct supervisor of Resources Management Assistant in IOM Medan and under overall supervision of the HoSO/RCA Programme Cordinator for Sumatera Region in Medan, the incumbent will be responsible for providing administrative and finance support in Langsa Sub-Office.

III. RESPONSIBILITIES AND ACCOUNTABILITIES

1. Responsible for checking the accuracy of all payments, invoices, official receipts before processing the requests for payment

2. Responsible for IOM bank account management Langsa to cover all payment based on authorization limit.

3. Processing and releasing cash and cheque payments to staff and/or other payees as approved by the Operations Officer/Head of Sub-Office, ensuring that signed official receipts support all payments

4. Ensure that accounts documentations received for bank/cash payments in Langsa are entered in PRISM on time and proper coding is used according to IOM’s rules and regulations.

5. Ensure that all settlements are submitted on timely manner and are accurate.

6. Maintain cash advance balance of each staff and vendor as well as clear them in timely manner.

7. Responsible for the petty cash management and reimbursement of approved expenditures of staff

8. Entry payments, receipts and non-cash vouchers into field treasury and accounting system, (PRISM) on timely manner;

9. Ensures the correctness entry of bank and cash GL for treasury and accounting T-Code for any transaction related

10. Maintain daily balance book/ledger to support the petty cash

11. Prepare monthly financial report reflecting all cash receipts and expenditures to be reviewed by the Operations Officer/Head of Sub-Office and submit to the IOM Medan office

12. Prepare monthly budget forecast and submit to Medan Office for approval and subsequent funds transfer

13. Maintain an efficient filling system of all financial and other supporting documents

14. Ensure that the Daily Subsistence Allowance computation for official travel is correct and accurate before releasing funds

15. Distribute mobile phone bills to staff and ensure prompt payment of all individual and personal calls.

16. Conduct random checks to ensure that all identified calls are work-related and are justifiable.

17. Provide clerical assistance (drafting letters of correspondence, etc) as necessary

18. Maintain an efficient filling system for each project implemented in the field.

19. Maintain copies of updates confidential individual records of employees 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

20. Assist in the preparation of Travel Authorization for staff on approved official trips

21. Maintain employee attendance and leave records and communicate directly with Human Resources in Jakarta for payroll purposes

22. Generate and prepare administrative report as required

23. Perform any other duties as may be assigned.

IV. 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

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

V. EDUCATION AND EXPERIENCE

a) Indonesia National with good knowledge of, and experience in project administration & financial.

b) University degree, preferably in accounting with a professional certification as chartered accountant (CA) or certified public accountant (CPA).

c) Minimum five years of finance/accounting and administrative 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 analyse 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, drives 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.

VI. LANGUAGES

Fluency in English and Bahasa Indonesia, both oral and written.