Vacancy at IOM - Project Administrative Assistant I

Keterangan Lengkap Lowongan Kerja Vacancy at IOM - Project Administrative Assistant I di International Organization for Migration : Keterangan Lengkap

• University degree in Business Administration, Finance, Management, Accounting or related field from an accredited academic institution with at least 2 (two) years of relevant professional experience; or; 
• Completed High School degree with at least 4 (four) years in relevant work experience;
• Indonesian national with good knowledge of, and experience in project administration implementation and operational;
• Working experience in UN agencies will be preferable;
• Have relevant training and field experience, specifically in IOM accounting systems;
• Attention to detail;
• Have ability to manage workload within general schedule of work, instructions and standard practices;
• Demonstrated ability to work in a multicultural, multi-ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds;
• Knowledge of IOM accounting systems, software and procedures 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 especially database and spreadsheet; knowledge of IOM computerized accounting systems is an advantage;
• Well versed in written and oral communication skills in English and Indonesian, including the ability to explain and present technical information; able to draft written documentations in a clear and concise style in both English and Indonesian.

• Provide simultaneous administration-related assistance and maintain regular coordination on admin, finance, and logistical matters with project team and other IOM staff, as well as with external stakeholders, to ensure that all the project activities run appropriately;
• Ensure that all administrative and logistics arrangements for project activities such as seminars/conferences, meetings, presentations, and other activity are carried out efficiently and effectively in coordinative manner with relevant internal parties and in line with IOM procedures and processes, including necessary paper requirements, travel and hotel arrangements, travel authorization of staff and trip itineraries when necessary;
• Create and maintain an efficient filing system of all financial and other supporting documents for the project implementation;
• Track payment record, receive, verify and check all incoming invoices/official receipts for payments of project-related activities and ensure that it has valid supporting documents; reconcile eligible project expenditures and commitments incurred under a project portfolio; handles petty cash requirements and reimbursement of approved project expenditures;
• Provide data for a prompt and accurate financial tracking, financial record keeping and financial reporting for all project activities and verify all financial records are in accordance with IOM standards. This includes weekly PRF, payment, PO tracking, financial report, commitment tracking report, daily operational balance, tracking sheet, and report on overspent and underspent items, among others;
• Provide data for financial projections, for the appropriate and efficient use of budget. This includes forecast of future non-cost extension, weekly summary report, among others;
• In coordination with the Programme Coordinator, prepare budget for project activities, control budget and analyze variances between budget and actual expenditures;
• Monitor cash advance requests and outstanding amount of project staff and ensure that all settlements are submitted in timely manner. Follow up with staff when required;
• Perform PRISM roles as assigned on a timely basis;
• Other duties as may be assigned.