Vacancy – Administrative & Finance Assistant I (SVN/ID10/2010/019)
International Organization for Migration (IOM) Indonesia is looking for Administrative and Finance Assistant I (5 positions) according to the terms of reference stipulated below. Interested candidates are invited to submit their applications to hrindonesia@iom.int
<mailto:hrindonesia@iom.int> not later than 04 July 2010 indicating the reference code, indicated below, in the subject. All candidates are requested to specify their availability date and preferred duty station in the application form. Please note that only short-listed candidates will be contacted.
Reference No : SVN/ID10/2010/019
Position Title : Administrative and Finance Assistant I
Classification : General Service Staff, Grade 4 Step 1
Duty Station : Bogor, Lampung, Pontianak, Surabaya, Bali – Indonesia
Type & Duration of Contract : Special all-inclusive (unless existing contract is Fixed Term), 3 months with possibility of extension
General Functions:
Under the guidance and direct supervision of the Resources Management Officer in Jakarta, the field-based Administrative and Finance Assistant will be responsible for providing administrative and financial support services to the respective Field Office, in particular, he/she will be responsible for the following tasks:
- Receiving and checking all incoming invoices/official receipts for accuracy before processing requests for payment.
- Process and release cash and/or cheque payments to the staff and/or other payees as approved by the Project Manager and/or National Head of Sub-Office, ensuring that signed official receipts support all payments.
- Responsible for handling the petty cash, including its replenishment and reimbursement of approved expenditures of staff/vendors.
- Maintain daily balance book/cash ledger to support the petty cash.
- Prepare monthly financial report reflecting all cash receipts and expenditures to be reviewed by the National Head of Sub-Office and submission to Jakarta office for final verification and approval.
- Prepare monthly budget forecast and submit to Jakarta Office for approval and subsequent transfer of funds.
- Maintain an efficient filling system of all financial, administrative and other relevant supporting documents.
- Ensure that the Daily Subsistence Allowance computation for official travel is correct and accurate before releasing the funds.
- Distribute mobile phone bills to staff and ensure prompt payment of all individual and personal calls.
- Conduct random check of the phone bills to ensure that all calls identified as official/work-related are justifiable.
- Provide clerical assistance (drafting letters of correspondence, etc) as necessary.
- Maintain an efficient filling system for each project implemented in the respected field office.
- Set appointments for senior staff and make travel arrangements for Immigration and police escorts during IM movement.
- Update and maintain copies of all employees confidential records based in the respective field office 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
- Assisting in the preparation and maintaining file for Travel Authorization and Security clearance for staff on approved official trips.
- Maintain employee attendance and leave records and communicate with Human Resources in Jakarta for payroll purposes.
- Generate and prepare administrative report as required.
- Prepare Minutes of meetings as required.
- Undertake any other administrative and finance duties that may be assigned which commensurate to the position.
Desirable Qualification:
- Diploma in Accounting or Business Administration with at least three years working experience in these fields,
- Knowledge of IOM accounting systems, software and procedures a distinct advantage. Ability to prepare clear and concise reports and to analyse and interpret source information and data. High level of computer literacy is required, particularly in IOM computerized accounting systems. Good knowledge of MS office, specifically EXCEL.
- Good communication skills. Personal commitment, efficiency, flexibility, drive for results, respect for diversity and creative thinking. Ability to lead, coach and work effectively and harmoniously with colleagues from varied cultures and professional backgrounds is a requirement.
- Thorough knowledge of English.
For more detail info about us, please visit our website : www.iom.or.id
<http://www.iom.or.id>
