Deadline: 15 September 2021
Location: -
Job Type: Full Time
Responsibilities and Accountabilities
Provide simultaneous administration-related assistance and maintain regular coordination on admin, finance, and logistical matters with project team and other IOM staff, as well as with external stakeholders, to ensure that all the project activities run appropriately.
Ensure that all administrative and logistics arrangements for project activities such as seminars/conferences, meetings, presentations, and other activity are carried out efficiently and effectively in coordinative manner with relevant internal parties and in line with IOM procedures and processes, including necessary paper requirements, travel and hotel arrangements, travel authorization of staff and trip itineraries when necessary.
Create and maintain an efficient filing system of all financial and other supporting documents for the project implementation.
Track payment record, receive, verify and check all incoming invoices/official receipts for payments of project-related activities and ensure that it has valid supporting documents; reconcile eligible project expenditures and commitments incurred under a project portfolio; handles petty cash requirements and reimbursement of approved project expenditures.
Provide data for a prompt and accurate financial tracking, financial record keeping and financial reporting for all project activities and verify all financial records are in accordance with IOM standards. This includes weekly PRF, payment, PO tracking, financial report, commitment tracking report, daily operational balance, tracking sheet, and report on overspent and underspent items, among others.
Provide data for financial projections, for the appropriate and efficient use of budget. This includes forecast of future non-cost extension, weekly summary report, among others.
In coordination with the Programme Coordinator, prepare budget for project activities, control budget and analyze variances between budget and actual expenditures.
Monitor cash advance requests and outstanding amount of project staff and ensure that all settlements are submitted in timely manner. Follow up with staff when required.
Perform PRISM roles as assigned on a timely basis.
Other duties as may be assigned.
Required Qualifications and Experience
Education
• University degree in Business Administration, Finance, Management, Accounting or related field from an accredited academic institution with at least 2 (two) years of relevant professional experience; or;
• Completed High School degree with at least 4 (four) years in relevant work experience.
Experience
Indonesian national with good knowledge of, and experience in project administration implementation and operational;
Working experience in UN agencies will be preferable;
Have relevant training and field experience, specifically in IOM accounting systems
Skills
Attention to detail;
Have ability to manage workload within general schedule of work, instructions and standard practices;
Demonstrated ability to work in a multicultural, multi-ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds;
Knowledge of IOM accounting systems, software and procedures a distinct advantage;
Ability to prepare clear and concise reports and to analyze and interpret source information and data;
High level of computer literacy is required especially database and spreadsheet; knowledge of IOM computerized accounting systems is an advantage;
Well versed in written and oral communication skills in English and Indonesian, including the ability to explain and present technical information; able to draft written documentations in a clear and concise style in both English and Indonesian.
Languages
Fluency in English and Bahasa Indonesia, both written and spoken.
Required Competencies
The incumbent is expected to demonstrate the following values and competencies:
Value
Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Core competency - behavioural indicators level 1
Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
Other
Any offer made to the candidate in relation to this vacancy notice is subject to funding
confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment, verification of Education certificate and security clearances.
IOM applies local United Nations Salary Scale.
How to apply:
Interested candidates are invited to submit their applications in ENGLISH, with:
Cover letter, clearly specify suitability and availability date,
Complete the Personal History Form which can be downloaded at the following link: https://indonesia.iom.int/sites/indonesia/files/Personal%20History%20Form.xls
Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit your application through by email to rindonesia@iom.int, indicating the
reference code above (SVN/ID10/2021/057 REISSUED) as subject. The deadline for
applications is 15 September 2021. Candidates applying for this vacancy are required to
declare whether they have relatives already working for IOM. Previous candidates no need to
re-apply.
Only applicant who meets the above qualification will be considered
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