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POSITION INFORMATION
Open to: External and Internal Candidates
Reference No.: VN/ID10/2016/060Position
Title: Administrative & Finance Assistant II
Duty Station: Jayapura
Classification: General Service Staff, Grade G5
Base Salary: IDR 12,970,667,- per month
Type of Appointment: One Year Fixed Term contract, with possibility of extension (the first three months shall be considered as probation period).
Estimated Start Date: As soon as possible
Closing Date: 22 September 2016

CONTEXT
Under the direct supervision of the Head of Sub-Office in Jayapura and in close coordination with the Resource Management Assistant in Makassar and under the overall supervision of the RCA Coordinator Eastern Region/National Programme Coordinator in Makassar, the field-based incumbent will be responsible for providing administrative, finance and procurement support to IOM Jayapura.

CORE FUNCTIONS/RESPONSIBILITIES
  • Verify the accuracy of all payments, invoices, official receipts before processing the requests for payment.
  • Review accounting documentation received for bank/cash payments in Jayapura Office are entered in PRISM in a timely manner and ensure that proper coding is used according to IOM’s rules and regulations.
  • Perform financial monthly closures in close coordination with Hub Makassar.
  • Prepare monthly funding request and submit to Finance Unit Jakarta Office for approval and subsequent funds transfer.
  • Maintain an efficient filing system of all financial and other supporting documents.
  • Provide clerical assistance (drafting letters of correspondence, etc) as necessary.
  • Maintain employee attendance and leave records and communicate with Human Resources in Jakarta for payroll purposes.
  • Liaise with Head of Sub-Office/Operations Officer and Logistics/Procurement Officer regarding procurement of goods/service, to consolidate overall office procurement requirements and optimize purchasing power.
  • Identify potential vendors, conduct vendor’s appraisals and if suitable register them in PRISM (SAP) system.
  • Assist in planning and implementing procurement activities to include obtaining quotations, preparing evaluations and recommendations, issuing Purchase Orders (PO) or Service Agreements (SA) and delivery of goods/services in accordance to IOM procurement guidelines and in coordination with Logistics/Procurement Officer.
  • Ensure delivery of ordered goods/services is in accordance with the terms and specifications of the PO/SA.  Ensure timely delivery of purchased and goods/service.
  • Report to requester about the status of procurements including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions.
  • Maintain records of all transactions ensuring that an efficient filing system of quotations, copies of records of expenditure, receipts, local order forms, etc are kept.
  • Ensure that all procurement activities are done through PRISM (SAP) system and ensure that the proper IOM administrative procedures and standards for follow up, canvassing, bidding, ordering and stock keeping are strictly adhered to.
  • Respond to inquiries related to financial matters.
  • Communicate and work closely with units and provide guidance on financial policies and procedures;
  • Bring to the attention of Head of Sub-office any relevant financial issues and propose corrective actions;
  • Ensure that office asset inventory is in line with IOM Assets inventory policy and maintain updated asset inventory report.
  • Coordinate office fleet and drivers´ activities to ensure all transactions are in line to IOM fleet management policy.
  • Act with integrity and professionalism in accordance with IOM’s Code of Conduct at all times.
  • Ensure the availability of supplies, required inventory and preparation of usage reports for the smooth functioning of the office.
  • Provide general support to the team in the absence of other colleagues in the unit;
  • Provide guidance and training to new/junior staff in the unit/sub-office.
  • Perform any other duties as may be assigned.
REQUIRED QUALIFICATIONS AND EXPERIENCE

Education
  • University degree, preferably in Accounting, Business Administration, Economy, Management with three years of relevant working experience, or;
  • Completed High School degree from an accredited academic institution, with five years of relevant working experience.
Experience
  • Indonesian National with good knowledge of, and experience in administration/finance, procurement, preferably experience or familiarity with IOM regulation system.
  • Working knowledge of IOM Finance, procurement, admin and HR rules is an advantage.
  • Knowledge of  publicly recognized accounting systems (SAP, ATLAS, Oracle, etc.), software and procedures are a distinct advantage.
  • Ability to prepare clear and concise reports and to analyse and interpret source information and data.
  • High level of computer literacy is required. Good knowledge of MS office, specifically Microsoft Excel.
  • Knowledge of the region is an advantage.
Language
Fluency in English and Bahasa Indonesia is required.

REQUIRED COMPETENCIES
a) Takes responsibility and manages constructive criticism; b) Works effectively with all clients and stakeholders; c) Promotes continuous learning; communicates clearly; d) Takes initiative and drives high levels of performance management; e) Plans work, anticipates risks, and sets goals within area of responsibility; f) Displays mastery of subject matter; g) Contributes to a collegial team environment; i) Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation; j) Displays awareness of relevant technological solutions; k) Works with internal and external stakeholders to meet resource needs of IOM.

Technical
  • Effectively applies knowledge of relevant financial discipline.
  • Develops / follows internal control procedures to prevent fraud and mismanagement.
  • Ensures application of institutional financial policies and guidelines.
  • Advocates incorporation of financial considerations into processes and procedures.
  • Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.
  • Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM.
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, security clearance and verification of education certificate.

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: CLICK HERE
  • Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit your application through THIS LINK, or by email to rindonesia@iom.int, indicating the reference code above (VN/ID10/2016/060) as subject. The deadline for applications is 22 September 2016.