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Wednesday, June 3, 2009

Project Assistant - Aceh

IOM is looking for an Project Assistant (Admin / Finance / Logs & Monitoring of LPs/LBs)according to the terms of reference below.
Interested applicants are invited to apply by submitting their
application to hrbandaaceh@iom.int
no later than 05 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/ 047
Position Title :Project Assistant (Admin/Finance/Logs & Monitoring of LPs/LBs)
Duty Station : Various Field Offices, NAD, Indonesia
Classification :Grade 4, Three months with possible extension
Estimate Starting Date :Soon as Possible


General Functions:
Under the guidance and supervision
of the Field Coordinator, PCRP Project Management, and with the guidance of the
admin-finance assistant and the PCRP support unit in Banda Aceh, the incumbent
will provide program support duties to PCRP, in particular, s/he will:

1. Provide technical assistance in local partner management & administration of the SCACP/ ICRS project in a regional office, including as follows:
a. Work closely with the Project Manager and other team
members by making meaningful contributions in team planning, implementation,
auditing, monitoring & training of these partners;
b. Contribute assistance to achieve the SCACP/ ICRS team’s project outputs based on the project proposal, agreement, and other governing documentation;
c. Attend meetings with regard to the SCACP/ ICRS project, as requested by the Field Coordinator and Project Management.
2. Coordinate and undertake monitoring and evaluation of local partners/ grantees, especially in regard to LP financial reporting, logistics and procurement procedure; material distribution to beneficiaries and clients; and monitoring / reporting of other programmatic/ operational costs, based on the IOM-approved, partner-submitted budget and contract agreement;
3.. Train local partners and local businesses in IOM financial, administrative, and logistics /procurement procedures; identify and recommend additional external trainings as needs arise;
4. Oversee the work of LP and LB admin / finance staff in their timely and accurate financial reporting and requests for tranche payments to IOM, providing assistance and instruction as needed;
5. Install operational procedures in local partner/ grantee offices/ projects that adhere to IOM rules and regulations specific to administrative, financial, logistical, and procurement- related activities; conduct trainings for local partners and ensure/ monitor/ assist adherence to said procedures, especially in relation to procurement;
6. Field Verification on a regular basis of all local partner/ grantee activities: analyze and report upon the possible deficit between activities reported as undertaken by local partners/ grantees and activities undertaken by LPs after the submission of LP financial reports and prior to the release of tranche payments to said partners.
7. Verify and, if necessary, ensure that local partners justify, material/ equipment
costs that differ from average market values, with regular reporting of such checks;
8. Ensure that local partners/ grantees create and maintain asset lists for all assets and inventory purchased with IOM funds;
9. Regular monitoring of local partner/ grantee bank account activity including the
addition or elimination of IOM-authorized signatories and transfer to and from official local partner accounts and personal accounts;
10. Verify partner adherence to duties and tasks as outlined in local partner/ grantee contracts, LTOs, scopes of work, etc.
11.Periodically review the operational and administrative activities of the project and provide recommendations to streamline IOM and local partner/ grantee procedures with a view to increasing effectiveness and efficiency;
12. AUDITS:In close coordination with the PCRP support unit and Project Management,
conduct spot audits, and if necessary, comprehensive operational, programmatic, and other audits of local partners/grantees;
13. Regular reporting to the Field Coordinator, Admin/ Finance Assistant, and project
management on issues, finding and other information requiring their attention. Alert the Project Manager, Field Coordinator, and Admin/ Finance Assistant to any and all programmatic and operational irregularities revealed through the course of the incumbents work;
14. Analyze,advise upon, and if necessary, edit/ correct submitted local partner/ grantee proposals and budgets in order to streamline budgets and proposed activities,
offering instruction to local partners as necessary;
15. Conduct regular, weekly meetings with local partners/ grantees to identify, discuss and resolve bottlenecks, challenges, and successes in operational issues;
16.Extract,interpret, analyse and process local partner/ grantee financial data in
relation to operations and program expenditures and disbursements in close coordination with project staff, which includes preparing budgets, reviewing budget proposals from local partners, performing bid analysis, and general financial tracking;
17. Create and maintain a local partner grant expenditure database;
18. Ensure that IOM Field Office hard copy and electronic information systems relevant to LPs are updated, particularly the important notes of all key auditing and
M&E activities. Draft and attend to local partner/ grantee-related correspondence;
19. Other LP-related administrative duties as requested by the Admin-Finance Assistant.Close coordination and collaboration with the admin/ finance assistant,
including relevant information sharing and assistance to the admin/ finance assistant in the performance of his/ her duties;
20. Liaise with police and authorities as directed by the Program Coordinator;
21. Any other duties as assigned by Project Management and the Field Coordinator.


Desirable Qualifications:
Indonesian Citizen with S1 degree or diploma, preferably in accounting, economics, or another related social science, plus a combination of other supplemental academic qualifications or training in office administration, accounting, finance or related fields.
Three year’s experience in a related field required.
Knowledge, skills and ability to extract, interpret, analyse and process financial data.
Understanding and experience in audit, monitoring and evaluation of physical input distributions,participatory programming and community facilitation.
Must be able to work independently, and show leadership and initiative in a team environment.
Strong organizational skills, ability to establish priorities and plans, maximization
of time efficiency, and ability to multitask under extreme pressure and tight, and often unanticipated, deadlines.
A high level of proficiency in MSWord, MS Excel, and other Microsoft Office/ other applications. flexibility and willingness to work in rapidly changing conditions is necessary, civil society organization experience highly desirable.
Experience in Aceh is an asset as is knowledge of local languages (Bahasa Aceh, Gayo, Alas, Batak, Java, Kluet etc)

Strong documentation and writing
skills in English are desirable but not required.

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