International Organization for Migration (IOM) Indonesia is looking for a Temporary Administrative/Finance Assistant according to the terms of reference below:
I. Position Information
Reference No. SVN/ID10/2012/086
Position title Temporary Administrative/Finance Assistant
Position grade General Service Staff, Grade 4
Duty station Banda Aceh
Type & Duration of Contract Special All Inclusive Contract, 4.5 months
Seniority band: Band IV
Job family: Support
Organizational unit: IOM Indonesia
Position number n/a
Position rated ¨ n/a
Subject to rotation Yes
Reporting directly to Project Manager / Head of Sub Office in Banda Aceh
Overall supervision by Head of Sub-Office / PRISM Hub in Makassar
Managerial responsibility No
Directly reporting staff 0
II. Organizational Context and Scope
Under the administrative supervision of the Project Manager and the technical supervision of the Senior/Resources Management Officer (S/RMO) in Jakarta and in close coordination with related unit in the mission, the Administrative & Finance Assistant in Banda Aceh is responsible for providing finance support services to the DRR project’s activities.
III. Responsibilities and Accountabilities
1. Process all major procurement in the project related to operational and running cost in the Banda Aceh.
2. Ensure proper maintenance of ledgers and accounts
3. Maintain files of all financial instructions/guidelines issued as reference for completion of work assignments;
4. Verify invoices and ascertain that the equipment, supplies or services they refer to were duly received or provided before proceeding with payment request;
5. After obtaining appropriate approvals, effect payments to suppliers and staff members;
6. Enter payments, receipts and non-cash vouchers in field accounting system, (PRISM);
7. Maintain PRISM accounting software including regular maintenance functions and monthly closing procedures;
8. Ensures all supporting documentation and signatures are obtained before finalizing vouchers;
9. Maintains a filing system for vouchers;
10. Assist with the maintenance of an effective banking system including preparing a monthly bank reconciliation;
11. In coordination with RMO, prepare the estimated cost of staff as well as rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses, to include in the mission’s budget;
12. Prepare funding requests to IOM Jakarta and ensure that sufficient funds are available locally;
13. In coordination with RMO, prepare monthly/annual financial reports for the project and donor reports;
14. In coordination with RMO, prepare Project Financial Pipeline Analysis for project .
15. Ensures that the project’s Budget Monitoring Sheets are followed and updated accordingly.
16. Bring to the attention of the supervisor any relevant financial issues.
17. Suggest improvements to internal controls and streamlining/efficiencies;
18. Review all Purchase Requests before obtaining the signature from ROM/PM.
19. Supervise and provide guidance to the Admin/finance Assistants in the field offices in terms of financial procedures, Provide training and technical guidance on finance & administration procedures to new staff in IOM Banda Aceh and sub offices
20. Assist RMO in preparation monthly bank reconciliation for IOM bank account Aceh
21. Perform such other duties as may be assigned.
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
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
Proactively develops new ways to resolve problems
Leadership and Negotiation
Convinces others to share resources
Presents goals as shared interests
Performance Management
Provides constructive feedback to colleagues
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
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
Professionalism
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
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) Working knowledge of IOM Finance, procurement, admin and HR rules,
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 computerized accounting systems. Good knowledge of MS office, specifically EXCEL.
V. Education and Experience
a) Diploma Degree in accounting with a professional certification as chartered accountant (CA) or certified public accountant (CPA), University degree in this field will be highly regarded.
b) Have relevant training and field experience, specifically in publicly recognized accounting systems.
c) Minimum four years of finance/accounting and administrative experience and at least three years of relevant professional experience.
VI. Languages Required
Fluency in English and Bahasa Indonesia both oral and written is a must.
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 indicating the reference code above as subject.
The deadline for applications is 25 December 2012
Only applicant who meet the above qualification will be short-listed
I. Position Information
Reference No. SVN/ID10/2012/086
Position title Temporary Administrative/Finance Assistant
Position grade General Service Staff, Grade 4
Duty station Banda Aceh
Type & Duration of Contract Special All Inclusive Contract, 4.5 months
Seniority band: Band IV
Job family: Support
Organizational unit: IOM Indonesia
Position number n/a
Position rated ¨ n/a
Subject to rotation Yes
Reporting directly to Project Manager / Head of Sub Office in Banda Aceh
Overall supervision by Head of Sub-Office / PRISM Hub in Makassar
Managerial responsibility No
Directly reporting staff 0
II. Organizational Context and Scope
Under the administrative supervision of the Project Manager and the technical supervision of the Senior/Resources Management Officer (S/RMO) in Jakarta and in close coordination with related unit in the mission, the Administrative & Finance Assistant in Banda Aceh is responsible for providing finance support services to the DRR project’s activities.
III. Responsibilities and Accountabilities
1. Process all major procurement in the project related to operational and running cost in the Banda Aceh.
2. Ensure proper maintenance of ledgers and accounts
3. Maintain files of all financial instructions/guidelines issued as reference for completion of work assignments;
4. Verify invoices and ascertain that the equipment, supplies or services they refer to were duly received or provided before proceeding with payment request;
5. After obtaining appropriate approvals, effect payments to suppliers and staff members;
6. Enter payments, receipts and non-cash vouchers in field accounting system, (PRISM);
7. Maintain PRISM accounting software including regular maintenance functions and monthly closing procedures;
8. Ensures all supporting documentation and signatures are obtained before finalizing vouchers;
9. Maintains a filing system for vouchers;
10. Assist with the maintenance of an effective banking system including preparing a monthly bank reconciliation;
11. In coordination with RMO, prepare the estimated cost of staff as well as rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses, to include in the mission’s budget;
12. Prepare funding requests to IOM Jakarta and ensure that sufficient funds are available locally;
13. In coordination with RMO, prepare monthly/annual financial reports for the project and donor reports;
14. In coordination with RMO, prepare Project Financial Pipeline Analysis for project .
15. Ensures that the project’s Budget Monitoring Sheets are followed and updated accordingly.
16. Bring to the attention of the supervisor any relevant financial issues.
17. Suggest improvements to internal controls and streamlining/efficiencies;
18. Review all Purchase Requests before obtaining the signature from ROM/PM.
19. Supervise and provide guidance to the Admin/finance Assistants in the field offices in terms of financial procedures, Provide training and technical guidance on finance & administration procedures to new staff in IOM Banda Aceh and sub offices
20. Assist RMO in preparation monthly bank reconciliation for IOM bank account Aceh
21. Perform such other duties as may be assigned.
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
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
Proactively develops new ways to resolve problems
Leadership and Negotiation
Convinces others to share resources
Presents goals as shared interests
Performance Management
Provides constructive feedback to colleagues
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
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
Professionalism
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
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) Working knowledge of IOM Finance, procurement, admin and HR rules,
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 computerized accounting systems. Good knowledge of MS office, specifically EXCEL.
V. Education and Experience
a) Diploma Degree in accounting with a professional certification as chartered accountant (CA) or certified public accountant (CPA), University degree in this field will be highly regarded.
b) Have relevant training and field experience, specifically in publicly recognized accounting systems.
c) Minimum four years of finance/accounting and administrative experience and at least three years of relevant professional experience.
VI. Languages Required
Fluency in English and Bahasa Indonesia both oral and written is a must.
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 indicating the reference code above as subject.
The deadline for applications is 25 December 2012
Only applicant who meet the above qualification will be short-listed
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