Administrative & Finance Assistant

OPEN TO INTERNAL AND EXTERNAL CANDIDATES

IOM Yogyakarta is looking for Administrative & Finance Assistant according to the term of reference below. Interested applicants are invited to submit their application to hryogyakarta@iom.int not later than 7 December 2009 indicating the reference code below as subject. All candidates are requested to specify their availability date in the application form. Please note that only short listed candidates will be contacted.

Candidates should bear in mind that their employment with IOM will be subject to funding confirmation/decision.

Reference Code : SVN/ID10/2009/087
Position Title : Administrative & Finance Assistant
Duty Station : Bandung/Garut, West Java, Indonesia
Classification : Employee, G5/1
Type of appointment : Special, 5 months
Estimate Starting Date : December 2009


General functions:
Under the direct supervision of the Head of Sub-Office (HoSO) in West Java, and in close coordination with National Resources Management Officer and the relevant units in other sub-office in Indonesia, the incumbent will be responsible to assist the HoSO in managing the administrative, budgetary and financial functions of the activities at the Sub-office. In particular, he/she will:

1. Assist the HoSO in monitoring and overseeing the day-to day administrative, budgetary and financial functions in accordance with IOM’s rules, regulations and procedures.
2. Close coordination with Yogyakarta Senior Finance Assistant backstopping financial matters and support in preparation of periodic reports, PRISM financials and related.
3. Responsible for petty cash of the sub-office, replenishments and reimbursements as well as preparation of petty cash reports; Process and release cash payments to staff and other payees approved by the HoSO. Ensure that all disbursements have supporting documentations.
4. Review all payment requests and verify the supporting documentations prior to processing of payments.
5. Prepare financial report reflecting all cash receipts and expenditures including bank transactions for review by HoSO and submission to backstop Finance staff in Yogyakarta.
6. Maintain and manage the office/operational expenditure and obligation database for the sub-office; and ensuring regular updates on financial tracking to the HoSO.
7. Assist in preparing monthly and interim financial reports for submission and review of HoSO.
8. Coordinate with IOM staff to improve streamlining between project activities and information sharing for sufficient and opportune financial and activity tracking.
9. Manage the relationship and provide support and recommendations to NGO partners related to administrative and financial matters, including monitoring their submission of complete, accurate and timely invoices to IOM.
10. Coordinate with the HR staff in Yogyakarta for staffing needs, contract preparation, medical clearance of incoming staff member.
11. Provide induction and briefing to new staff and ensure that they are provided with the appropriate administrative information and IOM’s Code of Conduct and equipment to perform their duties.
12. In the absence of the Information Manager/M&E Assistant, ensure accuracy compliance of IOM data protection codes, email management and other information systems and procedures.
13. Establish a human resource database and maintain personnel files. Forward attendance records of staff and leave requests forms to Yogyakarta HR for payroll purposes.
14. Assist with drafting of Service Agreements/contracts for NGO partners and other service providers
15. Provide or obtain other administrative management services essential to the direction and operation of IOM.
16. At the request of the Line Manager or HO, participate in staff development and training processes
17. Assist in preparing business correspondence and translating or interpreting when as necessary and/or requested.
18. Act with integrity and professionalism and in accordance with IOM’s Code of Conduct, at all times
19. Undertake duty travels as requested. These may be within or outside project operating areas.
20. Backstopping of IOM Yogyakarta Information Management Sub-Unit responsible for the JRF funded livelihood centralized database, live report systems, GIS mapping and other crucial project management information systems.
21. Perform other duties commensurate to the position as my be required by line manager.


Desirable Qualifications:
University degree in Accounting, Administration, Management, and/or alternatively an extensive experience in development, humanitarian aid or related sector. Extensive knowledge and understanding of administration management principles and practices, including supervision of staff. At least 4 years of work experience in administration and/or accounting, of which 2 years should be working for an international organization, including in shelter housing project. Experience in preparation of reports and official correspondence.

Computer literate (word-processing, spreadsheet, email exchange). A high level of personal commitment, efficiency, flexibility, drive for results, respect for diversity, creative thinking. Excellent interpersonal skills and demonstrated ability to lead and work effectively in team situations. Ability to establish priorities and undertake assigned tasks with minimum supervision. Demonstrated ability to work in a multicultural, multi-ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds. Able to work independently, and under pressure, and willingness to work during weekends and overtime.

Excellent English oral and written communication skills indispensable. Good command of Indonesian language.