International Organization for Migration (IOM)

International Organization for Migration (IOM) Indonesia is looking for an Audit/Quality Control Procedure Assistant according to the terms of reference below. I. Position Information Reference No. Position title Position grade Duty station Type of Contract SVN/ID10/2012/059 Audit/Quality Control Procedure Assistant General Service Staff, Grade 6 (Monthly Base Salary is IDR 15,577,333.00). Jakarta (travel to the field) – Indonesia Special All Inclusive Contract for 6 months, can be extended based on performance (the first three months will be considered as probation period). The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged Seniority band: Job family: Organizational unit: Position number Position rated Subject to rotation Band III Support Department of Resources Management n/a Yes Yes Reporting directly to Senior Resources Management Officer Managerial responsibility No Directly reporting staff 0 II. Organizational Context and Scope Under the supervision of the Senior Resource Management Officer (SRMO) in Jakarta, the successful candidate will be assisting SRMO in conducting of internal audits, reviewing and improving of IOM internal controls procedures in regard of administrative, financial, procurement and HR activities of IOM in Indonesia. III. Responsibilities and Accountabilities 1. Assist SRMO in evaluation and testing of systems and controls to determine their adequacy and effectiveness, ensuring (i) compliance with IOM policies and procedures, (ii) accomplishment of management’s objectives, (iii) reliability and integrity of information, (iv) economical use of resources, and (v) safeguarding of assets. 2. Review various accounting documents and records; computes, calculates and verifies various data; and also review transactions that have financial implications to ensure regularity of receipt, custody and disposal of funds and other financial resources 3. Examines and test-checks financial and/or personnel and/or administrative documents such as personnel documents, travel documents or claims, vouchers, purchase orders, invoices, bank and other reconciliations, verifying footings, extensions and posting, tracing original evidence into the records, personnel. 4. Undertake field trips in order to monitor and oversee the financial management for all activities including the oversight of financial expenditures and accountability; 5. Assist SRMO in quality examination of internal control procedures to safeguard the Organization’s assets, control cash and prevent fraud; and provide support in collecting data for analysing procurement, financial and administrative set up of Jakarta and sub-offices including segregation of duties. 6. Assist SRMO with reviews to assure that the accounting system is structured and employed to fulfil the objectives of the organization and to determine how well financial resources have been managed, the accuracy of recording transactions, the reliability of reports and financial conditions. 7. Assist SRMO in establishment of admin/finance hubs / structures in Medan and Makassar. 8. Assist SRMO to develop effective project monitoring mechanisms. 9. In coordination with other departments (i.e. procurement and programme) and under the guidance of the SRMO, conduct verifications to service providers/contractors on financial part of the project implementation and provide advice on any anomalies. 10. Produce detail reports on findings, improvements and follow ups. 11. Contribute towards enhancing IOM's internal controls 12. Perform other duties as may be assigned by SRMO IV. Competencies The incumbent is expected to demonstrate the following technical and behavioural competencies Behavioural Accountability Accepts and gives constructive criticism Follows all relevant procedures, processes, and policies Meets deadline, cost, and quality requirements for outputs Monitors own work to correct errors Takes responsibility for meeting commitments and for any shortcomings Client Orientation Identifies the immediate and peripheral clients of own work Establishes and maintains effective working relationships with clients Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries Keeps clients informed of developments and setbacks Continuous Learning Contributes to colleagues' learning Demonstrates interest in improving relevant skills Demonstrates interest in acquiring skills relevant to other functional areas Keeps abreast of developments in own professional area Communication Actively shares relevant information Clearly communicates, and listens to feedback on, changing priorities and procedures Writes clearly and effectively, adapting wording and style to the intended audience Listens effectively and communicates clearly, adapting delivery to the audience Creativity and Initiative Actively seeks new ways of improving programmes or services Expands responsibilities while maintaining existing ones Persuades others to consider new ideas Proactively develops new ways to resolve problems Leadership and Negotiation Convinces others to share resources Actively identifies opportunities for and promotes organizational change Presents goals as shared interests Articulates vision to motivate colleagues and follows through with commitments Performance Management Provides constructive feedback to colleagues Identifies ways for their staff to develop their abilities and careers Provides fair, accurate, timely, and constructive staff evaluations Uses staff evaluations appropriately in recruitment and other relevant HR procedures Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations Planning and Organizing Sets clear and achievable goals consistent with agreed priorities for self and others Identifies priority activities and assignments for self and others* Organizes and documents work to allow for planned and unplanned handovers Organizes and documents work to allow for planned and unplanned handovers Identifies risks and makes contingency plans Adjusts priorities and plans to achieve goals Allocates appropriate times and resources for own work and that of team members Professionalism Effectively applies knowledge of relevant financial discipline Develops / follows internal control procedures to prevent fraud and mismanagement Ensures application of institutional financial policies and guidelines Advocates incorporation of financial considerations into processes and procedures Masters subject matter related to responsibilities Identifies issues, opportunities, and risks central to responsibilities Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation Persistent, calm, and polite in the face of challenges and stress Treats all colleagues with respect and dignity Works effectively with people from different cultures by adapting to relevant cultural contexts Knowledgeable about and promotes IOM core mandate and migration Solutions Teamwork Actively contributes to an effective, collegial, and agreeable team environment Contributes to, and follows team objectives Gives credit where credit is due Seeks input and feedback from others Delegates tasks and responsibilities as appropriate Actively supports and implements final group decisions Takes joint responsibility for team's work Technological Awareness Learns about developments in available technology Proactively identifies and advocates for cost-efficient technology solutions Understands applicability and limitation of technology and seeks to apply it to appropriate work Resources Mobilization Establishes realistic resource requirements to meet IOM needs Technical a) Applies knowledge of auditing and The Institute of Internal Auditors’ International Standards for the Professional Practice of Internal Auditing or other international auditing standards; b) Applies application of institutional policies and guidelines; c) Develops and follows internal control procedures to prevent fraud and mismanagement; d) Analyses and conducts risk assessments; e) Knows how to use PRISM/ SAP and other IOM / UN tools is advantage V. Education and Experience a) University (Bachelor’s) degree from an accredited academic institution, in business administration economics, accounting, finance, audit or equivalent; b) Six years of experience in audit, finance, accounting or a combination thereof; at least one year of audit or financial controller experience is mandatory; c) Professional certification from a recognized accreditation body (CPA, CA, CIA, CFE) VI. Languages Good level and demonstrated proficiency in English (written and spoken). 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 : http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=pcmain&file=phform.xls c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors). Please submit the application by email to recruitment-indonesia@iom.int and Please put the following information in your email subject: (Name)/(Level of Education)/(Educational Background)/(Years of Experience in Audit, Finance or Accounting)/(Years of Experience as Auditor/Financial Controller)/(Professional Certification from a recognized accreditation body). Example: Budi Setiawan/Bachelor Degree/Accounting/7 years in Finance and Accounting/2 years as Auditor/CPA from __________. The deadline for applications is 24 August 2012 Due to the expected volume of applications, only candidates under positive consideration will be notified. For those who have applied for the same position need not to re-apply again. For more detail info about us, please visit www.iom.or.id