Administrative & Finance Assistant II

Job Description

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

I. POSITION INFORMATION

Reference No. : VN/ID10/2015/084
Position title : Administrative /Finance Assistant II
Position grade : General Service Staff, Grade 5
Base Salary : IDR 12,970,667,- per month
Duty station : Jakarta-Rawabuaya Sub-Office
Type of Contract : One Year Fixed Term Contract (the first three months shall be considered as probation period)
Reporting directly to: Resource Management Assistant (RMA)
Overall supervision by : Head of Sub-Office / RCA Programme Coordinator (Central Region)
Estimated start date :Immediately
Closing Date : 17 November 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 guidance and direct supervision of the Resources Management Assistant and under the overall supervision of the RCA Programme Coordinator (Central Region) in Jakarta, the field-based incumbent will be responsible for providing administrative and finance support to IOM Jakarta-Rawabuaya Office and its sub-offices.

III. RESPONSIBILITIES AND ACCOUNTABILITIES

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

2. Serve as the back up in the absence of Treasury Staff : 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

3. 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.

4. Input in PRISM the daily transactions under regional office and its sub-offices.

5. Perform financial monthly closure in close coordination with Jakarta Head Office.

6. Prepare monthly financial report reflecting all cash receipts and expenditures to be reviewed by the Head of Sub-Office and submit to the Finance Unit Jakarta office

7. Prepare monthly budget forecast and submit to Finance Unit Jakarta Office for approval and subsequent funds transfer

8. Maintain an efficient filling system of all financial and each project implemented in the field as well as other supporting documents.

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

10. Ensure that accounting documentations received for bank/cash payments in Jakarta-Rawabuaya and/or its sub-offices are entered in PRISM in a timely manner and proper coding is used according to IOM’s rules and regulations.

11. 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

12. Provide accounting support and advice to sub-offices’ staff as necessary for efficient operation at the sub-office level;

13. 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

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

15. Generate and prepare administrative report as required

16. 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 relevant financial discipline
b) Develops / follows internal control procedures to prevent fraud and mismanagement
c) Ensures application of institutional financial policies and guidelines
d) 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 five 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 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, 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

How to Apply

Interested candidates are invited to send the application in ENGLISH, with:

a) Cover letter, clearly specify suitability and availability date,

b) Complete the Personal History Form which can be downloaded at the following link :

www.iom.or.id/sites/default/files/Personal History Form.xls

c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).

Please submit your application through this link or send by email to recruitment-indonesia@iom.int, indicating the reference code above (VN/ID10/2015/084) as subject. The deadline for applications is 17 November 2015

Only applicant who meet the above qualification will be short-listed

Job Categories: Finance. Job Types: Full-Time. .