Administrative and Finance Assistant

OPEN TO INTERNAL AND EXTERNAL CANDIDATES

IOM is looking for Administrative and Finance Assistant I according to the terms of reference below. Interested applicants are invited to apply by submitting their application to hrbandaaceh@ iom.int not later than 19 February 2008 indicating the reference code below and job title. All candidates are requested to specify their availability date in the application form. Please note that only short-listed candidates will be contacted.

Reference Code : SVN/IDI/2008/ 016
Job Title : Administrative and Finance Assistant I
Duty Station : Takengon, Nanggroe Aceh Darussalam, Indonesia
Classification : Employee, Grade 4
Estimate Starting Date : As Soon as possible

General Functions:

Under the direct supervision of the Field Coordinator and the overall supervision of the Resources Management Officer (RMO) for the Post Conflict Reintegration Programme (PCRP) in Banda Aceh the incumbent will be responsible for all administrative and finance of the said project in a designated field office. In particular he/she will:

1. Receive and check all incoming invoices, prepare the payment request form when necessary.
2. Verify invoices and documents submitted by suppliers and service providers and make sure that IOM’s rules and regulations are followed.
3. Process and release duly approved and authorized cash payments and bank transfers to all vendors, contractors and staff, ensuring that signed official invoices/receipts and other supporting documentation is attached to all payment requests.
4. Responsible for daily petty cash and handle petty cash and bank transactions.
5. Keep daily financial record for all petty cash receipts and expenditures including bank transactions.
6. Prepare accurate daily and monthly petty cash and bank reports, to be submitted to the RMO, PCRP.
7. Conduct cash and bank balancing everyday and ensure that the entire admin and financial documentation are complete.
Coordinate with the fleet manager for all vehicle requests.
Responsible for the distribution of staff attendance forms at the beginning of each month. Accomplished forms should be promptly submitted to RMO, PCRP.
Count the cash regularly (every day) and prepare accurate cash certificates.
Maintain an efficient filing system of all financial and other supporting documents.
Responsible for preparing and submitting fund request, and follow up it until the fund is transferred to ICRS bank account.
Responsible for updating ICRS office asset list and responsible for all the ICRS office assets.
Perform any other duties as may be assigned. .

Desirable Qualifications:

University degree in Accounting or alternatively, a combination of relevant training and experience. Minimum two years experience in administration and finance. A previous experience working with international agency or relevant private sector experience is an advantage.

Knowledge, skills and ability to extract, interpret, analyze and process financial data. Effective organizational skills and ability to establish priorities and plans, ability to work under pressure and cope with deadlines. Good written and spoken communications skills, good interpersonal skills, ability to work in a multi-cultural environment.

Willing to work anywhere within Aceh. Motivated to engage in peace-building activities. Spot check/audit skills and experience preferred. Proficient in MSOffice applications. Flexible and able to work under pressure within tight deadlines.

Resourceful and strong ability to cope with physical hardship and willingness to work extra hours Ability to work with minimum supervision.

Thorough knowledge of English. Other Acehnese languages are advantage.