Vacancy - Adm, Finance & Logistics Assistant - Manado

International Organization for Migration (IOM) Indonesia is looking for Administrative, Finance & Logistics Assistant I according to the terms
of reference below. Interested applicants are invited to apply by
submitting their application to recruitment- indonesia@ iom.int
not later than 17th February
2011 indicating the reference code below. All candidates are kindly
requested to specify their availability date and three of their referees
in the application form. Please note that only short-listed candidates
will be contacted.

Reference Code : SVN/ID1/2011/ 003

Position Title : Administrative, Finance & Logistic
Assistant I

Duty Station : Manado, Indonesia

Classification : Employee, Grade 4

Type & Duration contract: Special All Inclusive Contract, three months
with the possibility of extension

Estimate Starting Date : Soon as Possible

General Functions:

Under the direct supervision of Senior Resources Management Officer
(SRMO) and Logistics & Procurement Officer in Jakarta and in close
coordination with National Resources Management Officer and Senior
Procurement and Logistic Assistant in Jakarta, the incumbent will manage
office administration, financial, logistical, procurement requirements
in support to the projects/programs being implemented from the Sub
Office. In particular he/she will:

1. In coordination with the Logistics and Procurement Officer,
undertake local procurement of supplies and services for the office.
Additionally maintain oversight of local office support agreements and
expenditures especially in regards to office lease, internet provider,
vehicle rental and electricity and water supply.
2. Receive and check all incoming invoices, prepare the payment
request form when necessary. Verify invoices and documents submitted by
suppliers and service providers and make sure that IOM's rules and
regulations are followed;
3. Process and release duly approved and authorized cash payments and
bank transfers to all vendors, contractors and staff, ensuring that
signed official invoices/receipts and other supporting documentation is
attached to all payment requests;
4. Responsible for handling daily petty cash and bank transactions.
Prepare accurate daily and monthly petty cash and bank reports, to be
submitted to Finance unit Jakarta.
5. Responsible for the distribution of staff attendance forms at the
beginning of each month. Accomplished forms should be promptly
submitted to Support Unit;
6. Count the cash regularly (every day) and prepare accurate cash
certificates;
7. Maintain an efficient filing system of all financial and other
supporting documents;
8. Responsible for preparing and submitting fund request for all
active projects.
9. Responsible for establishment and maintenance of Asset Inventory
at the Sub-Office in line to IOM policy .
10. Responsible for fleet management, including drivers and vehicles.
Ensure that utilization of available vehicles is in line to operational
needs and IOM policy.
11. Manage usage and maintenance of the office generator and keep
records for usage, fuel consumption and maintenance.
12. Maintain the office in a functioning, professional and aesthetic
manner with direct supervision of cleaning staff and office spatial
planning.
13. Coordinate on security related maters with Logistics & Security
Assistant in Jakarta and local UNDSS office. Ensure that sub office and
its staff comply with MOSS and MORSS requirement.
14. Perform other duties as required.

Desirable qualifications

Diploma in Business Administration, Management or alternatively, a
combination of related education and experience in this field. At least
3 (three) years experience in similar field of work, especially previous
experience working in administration, finance and logistic & procurement
in International Organization (an established working record with IOM
would be looked at favourably). Knowledge in assisting emergency
operations activities. Proven ability and experience in liaising with
UN, Government Departments/ Authorities and other international
organizations. Experience in preparing official documentation relating
to procurement, administration, finance and security.

Ability to prepare clear and concise reports. Proficient in computer
applications. Proven effective organizational skills and abilities to
establish priorities and plans, ability to work under pressure and cope
with deadlines, proven communication skills, good interpersonal skills,
high loyalty and ability to work with a minimum supervision as well as
in a team. Ability to work effectively and harmoniously with colleagues
from varied cultures and professional background.

Thorough knowledge of English.

For more detail info about us, please visit : www.iom.or.id
.