[IndoJOB.co.id] >> Vacancy - Administrative & Finance Assistant (Makassar)

 

International Organization for Migration (IOM) Indonesia is looking for Administrative/Finance Assistant II, according to the terms of reference below. Interested candidates are invited to send their CV  with the cover letter in ENGLISH and complete the Personal History Form  which can be downloaded at  http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=pcmain&file=phform.xls and submit to recruitment-indonesia@iom.int  not later than 07 May 2012 indicating the reference code below as subject. All candidates are requested to specify their availability date and minimum three referees in the application form. Please note that only short-listed candidates will be contacted.

 

Reference No                          :  SVN/ID10/2012/028

Position Title                           : Administrative/Finance Assistant II

Classification                          : General Service Staff, G5

Duty Station                           :  Makassar, Indonesia

Type & Duration of contract  : SAIC, 9 month with possibility for extension (subject to the medical clearance)

 

General Functions:

 

Under the guidance and direct supervisor of the Administrative/Finance Assistant III in Makassar and overall guidance and supervision of the Senior Resources Management Officer IOM Indonesia in Jakarta and in close coordination with Head of Sub Office in Makassar, the field-based incumbent will be responsible for providing administrative and finance support to IOM Makassar and other sub-offices in the Eastern region of Indonesia  In particular, he/she will be:

 

1. Responsible for checking the accuracy of all payments, invoices, official receipts before processing the requests for payment
2. 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
3. Ensure that all settlements are submitted on timely manner and are accurate.
4. Maintain cash advance balance of each staff and vendor as well as clear them in timely manner.
5. Input in the accounting system of the daily transactions under Makassar office and other sub-office under eastern region of Indonesia.
6. Performing financial monthly closure in close coordination with Jakarta Head Office.
7. Responsible for the petty cash management and reimbursement of approved expenditures of staff
8. Maintain daily balance book/ledger to support the petty cash
9. 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
10. Perform as procurement and logistics focal point and in close coordination with Procurement and Logistics Unit. in Jakarta. 
11. Prepare monthly budget forecast and submit to Jakarta Office for approval and subsequent funds transfer
12. Maintain an efficient filling system of all financial and other supporting documents
13. Ensure that the Daily Subsistence Allowance computation for official travel is correct and accurate before releasing funds
14. Distribute mobile phone bills to staff and ensure prompt payment of all individual and personal calls
15. Conduct random checks to ensure that all identified calls are work-related and are justifiable.
16. Provide clerical assistance (drafting letters of correspondence, etc) as necessary
17. Maintain an efficient filling system for each project implemented in the field.
18. Maintain copies of updates confidential individual records of employees based in Makassar 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
19. Assist in the preparation of Travel Authorization for staff on approved official trips
20. Maintain employee attendance and leave records and communicate directly with Human Resources in Jakarta for payroll purposes
21. Generate and prepare administrative report as required
22. Undertake other administrative and finance duties that may be assigned from time to time which are commensurate to the position

 

Desirable Qualification:

(Education, experience and personal qualities)

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. Minimum five years of finance/ accounting and administrative experience.

 

Knowledge of  publicly recognized accounting systems (SAP, ATLAS, Oracle, etc.), software and procedures and IOM accounting system are 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  computerized accounting systems. Good knowledge of MS office, specifically EXCEL.

 

Good communication skills. Personal commitment, efficiency, flexibility, drive for results, respect for diversity and creative thinking. Ability to lead, coach and work effectively and harmoniously with colleagues from varied cultures and professional backgrounds is a requirement.        

 

Language : Fluency in English.

 

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