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SVN/ID1/2008/131 – Administrative/Finance Assistant I, Banda Aceh, Nanggroe Aceh Darussalam, Indones |
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Written by Administrator
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Sunday, 09 November 2008 |
OPEN TO INTERNAL AND EXTERNAL CANDIDATES
IOM is looking for an Administrative/ Finance Assistant I according to the terms of reference below. Interested applicants are invited to apply by submitting their application to hrbandaaceh@ iom.int not later than 12 November 2008 indicating the reference code below. All candidates are requested to specify their availability date in the application form. Please note that only short-listed candidates will be contacted.
Reference Code : SVN/ID1/2008/ 131
Position Title : Administrative/ Finance Assistant I
Duty Station : Banda Aceh, Nanggroe Aceh Darussalam
Type of Appointment : Special, 3 months, with possibility of extension
Classification : Employee, Grade 4 Step 1
Estimate Starting Date : As soon as Possible
General Functions:
Under the direct supervision of the Resources Management Officer and the overall supervision of the Head of Office and in coordination with relevant units in Jakarta and Banda Aceh, the incumbent will be responsible and accountable for administrative functions at IOM office in Banda Aceh. In particular, he/she will:
1. Provide overall administrative support to Resource Management Officer (RMO) in the day-to-day management and functioning of the office.
2. Prepare draft financial reports and submit to RMO for further submission to Accounting Reporting Services.
3. Prepare bank transactions, assists in updating bank transaction statement when treasury assistants are on leave or on duty travel.
4. Assist finance unit on timely delivery of banking documents to the relevant banks
5. Verify and ensure correctness of all travel authorizations, claims and supporting documentations.
6. Checking and verifying of the monthly payroll, preparation of Bank details for salary transfer.
7. Assists in preparation of travel and hotel arrangements, as well as the itinerary of IOM visitors
8. Responsible for arranging travel arrangements for staff members, in coordination with Operations Unit in Jakarta. Ensure that bookings/tickets are done/delivered on a timely manner.
9. Coordination with sub offices responsible for transit, reception and post-arrival assistance, Cancellations, etc
10. Timely notification of internal and external partners concerning relevant bookings, routings etc
11. Timely preparation and distribution of passenger documents and tickets
12. Attend to the visa arrangements of all international staff, consultants and interns, in coordination with Jakarta.
13. Provide the tracking number for Travel Authorization and keeping the filling related to Visa and travel arrangements
14. Maintain monthly reports on usage of office phones and mobile phones
15. Maintain an efficient filling system of all administrative supporting documents.
16. Perform other duties as may be assigned.
Desirable Qualification:
Completion of secondary education or equivalent plus a combination of relevant certification/ diploma or other supplemental academic qualifications or training in office administration, accounting, finance or related fields. At least one year experience in any of these fields.
Effective organizational skills and ability to establish priorities and plans, ability to work under pressure and cope with deadlines. Good written and spoken communications skills, good interpersonal skills, ability to work in a multi-cultural environment
Thorough knowledge of English.
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