International Organization for Migration (IOM) Indonesia is looking for
an Administrative & Finance Assistant according to the terms of
reference below:
I. Position Information
Position title: Administrative & Finance Assistant Position grade
I. Position Information
Position title: Administrative & Finance Assistant Position grade
Reporting directly to
National Head of Sub Office for administrative matters and Senior Resources Management Officer in Jakarta for technical guidance.
Overall supervision by
RCA Programme Coordinator (Java Region)
Managerial responsibility
No
Directly reporting staff
0
II. Organizational Context and Scope
Under the administrative direct supervisor of the National Head of Sub Office, under functional supervision of Senior Resources Management Officer IOM Indonesia in Jakarta for technical guidance and under overall supervision of the RCA Programme Coordinator (Java Region), the field-based incumbent will be responsible for providing administrative and finance support to the Surabaya office
III. Responsibilities and Accountabilities
- Responsible for checking the accuracy of all payments, invoices, official receipts before processing the requests for payment
- Processing and releasing cash and cheque payments to staff and/or other payees as approved by the Head of Sub-Office, ensuring that signed official receipts support all payments
- Ensure that all settlements are submitted on timely manner and are accurate
- Maintain cash advance balance of each staff and vendor as well as clear them in timely manner.
- Responsible for the petty cash management and reimbursement of approved expenditures of staff
- Maintain daily balance book/ledger to support the petty cash
- Prepare monthly financial report reflecting all cash receipts and expenditures to be reviewed by the Head of Sub-Office and submit to the Jakarta office
- Prepare monthly budget forecast and submit to Jakarta Office for approval and subsequent funds transfer
- Maintain an efficient filling system of all financial and other supporting documents
- Ensure that the Daily Subsistence Allowance computation for official travel is correct and accurate before submit to Jakarta office for processing the releasing funds
- Distribute mobile phone bills to staff and ensure prompt payment of all individual and personal calls.
- Conduct random checks to ensure that all identified calls are work-related and are justifiable.
- Provide clerical assistance (drafting letters of correspondence, etc) as necessary
- Maintain an efficient filling system for each project implemented in the field.
- Maintain copies of updates confidential individual records of employees 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
- Assist in the preparation of Travel Authorization for staff on approved official trips, if necessary.
- Maintain employee attendance and leave records and communicate directly with Human Resources in Jakarta for payroll purposes
- Generate and prepare administrative report as required
- 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.
Effectively interfaces with government officials of appropriate level on matters related to substantive migration issues and the work of IOM
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
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
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
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) Effectively applies knowledge of multiple financial disciplines to monitor and manage the work of staff
b) Effectively applies knowledge of relevant financial discipline
c) Develops / follows internal control procedures to prevent fraud and mismanagement
d) Ensures application of institutional financial policies and guidelines
e) Advocates incorporation of financial considerations into processes and procedures
V. Education and Experience
a) Indonesian National
b) University degree in Accounting with a professional certification as chartered accountant (CA) or certified public accountant (CPA), or alternatively, an equivalent combination of relevant training and field experience, specifically in IOM accounting systems.
c) Minimum five years of finance/ accounting and administrative experience
d) Ability in preparing official documentation relating to procurement, administration, finance and security.
e) Ability to prepare clear and concise reports and to analyze and interpret source information and data.
f) Knowledge of publicly recognized accounting systems (SAP, ATLAS, Oracle, etc.), software and procedures are a distinct advantage.
g) High level of computer literacy is required computerized accounting systems. Good knowledge of MS office, specifically EXCEL
VI. Languages
Fluency in English and Bahasa Indonesia, both oral and written
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=nl&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 (SVN/ID10/2013/036) as subject. The deadline for applications is 24 June 2013.
Only applicant who meet the above qualification will be considered.
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.
Effectively interfaces with government officials of appropriate level on matters related to substantive migration issues and the work of IOM
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
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
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
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) Effectively applies knowledge of multiple financial disciplines to monitor and manage the work of staff
b) Effectively applies knowledge of relevant financial discipline
c) Develops / follows internal control procedures to prevent fraud and mismanagement
d) Ensures application of institutional financial policies and guidelines
e) Advocates incorporation of financial considerations into processes and procedures
V. Education and Experience
a) Indonesian National
b) University degree in Accounting with a professional certification as chartered accountant (CA) or certified public accountant (CPA), or alternatively, an equivalent combination of relevant training and field experience, specifically in IOM accounting systems.
c) Minimum five years of finance/ accounting and administrative experience
d) Ability in preparing official documentation relating to procurement, administration, finance and security.
e) Ability to prepare clear and concise reports and to analyze and interpret source information and data.
f) Knowledge of publicly recognized accounting systems (SAP, ATLAS, Oracle, etc.), software and procedures are a distinct advantage.
g) High level of computer literacy is required computerized accounting systems. Good knowledge of MS office, specifically EXCEL
VI. Languages
Fluency in English and Bahasa Indonesia, both oral and written
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=nl&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 (SVN/ID10/2013/036) as subject. The deadline for applications is 24 June 2013.
Only applicant who meet the above qualification will be considered.
