Administrative and Finance Assistant I - NAD

OPEN TO INTERNAL AND EXTERNAL CANDIDATES


IOM is looking for an 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 no later than 01 June 2009 indicating the reference code below. All candidates are kindly requested to specify their availability date in the application form. Please note that only short-listed candidates will be contacted.

Reference Code : SVN/ID1/2009/ 043
Position Title : Administrative and Finance Assistant I
Duty Station : Tapaktuan, Aceh Selatan, Nanggroe Aceh Darussalam
Classification : Grade 4, Three months with possible extension
Estimate Starting Date : Soon as Possible


General Functions:
Under the direct supervision of the Field Coordinator and PCRP Administrative Finance Assistant II and overall supervision of the Resources Management Officer (RMO) in Banda Aceh, the incumbent will be responsible for all administrative and finance attendances to 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 DDR Support Unit Banda Aceh;
7. Conduct cash and bank balancing everyday and ensure that the entire admin and financial documentation are complete;
8. Coordinate with the fleet manager for all vehicle requests;
9. Responsible for the distribution of staff attendance forms at the beginning of each month. Accomplished forms should be promptly submitted to DDR Support Unit;
10. Count the cash regularly (every day) and prepare accurate cash certificates;
11. Maintain an efficient filing system of all financial and other supporting documents;
12. Responsible for preparing and submitting fund request, and follow up it until the fund is transferred to ICRS bank account;
13. Responsible for updating ICRS office asset list and responsible for all the ICRS office assets;
14. Perform any other duties as may be assigned by the Field Coordinator and/or Reintegration Unit Project manager;

Desirable Qualifications:

University degree in accounting or relevant major, at least 2 years experience working in admin and finance sector. Previous experience working with international agency or relevant private sector experience, willingness to work anywhere within Aceh as directed by supervisor, motivated to engage in peace-building activities. Spot check/audit skills and experience preferred, high level of proficiency in MSOffice applications.

Flexibility and ability to work under pressure within tight deadlines, resourceful and strong ability to cope with physical hardship and willingness to work extra hours in field posting with limited direct support. Solid team spirit and willingness to work with people of linguistically and culturally diverse backgrounds. Proficiency in English language communication (oral and written) strongly preferred.