Project Assistant (Admin / Finance / Logs & Monitor

OPEN TO INTERNAL AND EXTERNAL CANDIDATES


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 actually 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.