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Finance Assistant III (VN/ID10/2015/071)

International Organization for Migration (IOM) Indonesia is looking for a Finance Assistant III, according to the terms of reference below:

I. POSITION INFORMATION

Reference No.: VN/ID10/2015/071

Position title: Finance Assistant III

Position grade: VN/ID10/2015/071

Base Salary: IDR 17,001,750,- per month

Duty station: Jakarta, Indonesia

Type of Contract: One Year Fixed Term Contract (the first three months shall be considered as probation period)

Reporting directly to: Resource Management Officer (RMO)

Overall supervision by: Senior Resources Management Officer (SRMO)

Managerial responsibility: No

Directly reporting staff: 0

Estimated start date: Immediately

Closing Date: 26 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 direct supervision of the Resource Management Officer (RMO) and the overall supervision of the Senior Resource Management Officer (SRMO), the incumbent will be responsible for providing finance support services to the mission’s activities.

III. RESPONSIBILITIES AND ACCOUNTABILITIES

1. Assist the RMO in monitoring and overseeing the day-to day administrative, budgetary and financial functions in accordance with IOM’s rules, regulations and procedures

2. Assist the RMO in prompt and accurate financial tracking, record keeping and reporting for all activities in projects to be assigned and ensure that all records are in accordance with IOM standards

3. In coordination with RMO, oversee budget control process and analyze variances between budget and actual expenditures for projects assigned, prepare pipelines, prepare invoice on timeline basis to be submitted to donor, financial and donor reports

4. 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

5. 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

6. Provide accounting support and advice to sub-offices’ finance staff as necessary for efficient operation at the sub-office level; undertake field visits to sub-offices when required

7. In coordination with RMO, review request for payment and receipt prior to the approval and processing of payment or receipt

8. Reconcile bank statements vs. cheques and wire transfers (investigate cheques not presented for payment and/or returned cheques and take appropriate follow up action)

9. Process monthly closure of accounts and prepare and review monthly accounting statements and supporting documents for dispatch to IOM Manila

10. Update and analyze Staff and Office telecommunications costs in monthly basis and remind staff to pay their personal costs and provide input to HR should there be any deduction of staff’s salary related to communication personal costs

11. Provide support for any external audit or evaluation related to the projects that staff handled and follow up with necessary action as required

12. Complete the accounting checklist reviews for sub offices after month end closing. This is to ensure the accuracy of recording transactions; payments are properly approved with given authorization levels, how well financial resources have been managed.

13. Maintain financial reports and banking system

14. Maintains a filing system for vouchers

15. 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) Indonesian National with good knowledge of, and experience in accounting, finance and administration.

b) University degree, preferably in Accounting or Business Administration with a professional certification as chartered accountant or certified public accountant.

c) Minimum six years of finance/accounting and administrative experience.

d) Have relevant training and field experience, specifically in IOM accounting systems.

e) Knowledge of IOM accounting systems, software and procedures a distinct advantage.

f) Ability to prepare clear and concise reports and to analyze 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, drive 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

Language: Thorough knowledge of English and Bahasa Indonesia