Vacancy No: | IOM-SVN/0057/2018 |
Position Title: | Admin & Finance Assistant |
Duty Station: | Jijiga, Ethiopia |
Type of Appointment: | SST, Six months with possibility of extension |
Estimated Start Date: | As soon as possible |
Closing Date: | July 03, 2018 |
Background
Under the general supervision of the Head of Mission, technical guidance from the Resource Management Officer, and the direct supervision of the filed office coordinator Jijiga, the incumbent will be responsible for carrying out duties related to transportation activities. In particular, he/she will be responsible for the following:-
Core Functions / Responsibilities:
1. Responsible for the files of IOM General Instructions, General Bulletins, Accounting Code Book, as well as for Instructions or Memoranda issued locally;
2. Prepare contracts for service providers like Interpreters. Establish and manages copies of personnel files;
3. Responsible for insurance of IOM property - renewals - claims - adjustments, as well as for reporting annually on all insurance coverage of the Mission to IOM Addis Office;
4. Establish payment and receipt Vouchers as required. Enters them in the Bank and Cash Books - Bank reconciliation;
5. Check invoices and ascertains that the equipment, supplies or services they refer to were duly received or provided;
6. Prepare monthly / annual financial statements. Send financial documents on monthly or bi-monthly basis;
7. Process operations / accounting returns on Personal Computer;
8. Prepare travel authorizations and advises on allowances for staff members leaving on duty travel;
9. Maintain attendance records and control Staff Annual Leaves;
10. Monitor office/equipment maintenance, utilities and their invoicing. Monitors stock of office supplies and orders / requests replenishments when required;
11. Responsible for the inventory of office equipment verifies and certifies coding of supplies, equipment, and office machines. Checks and prepares inventory reports; Ensures proper handling of assets in terms of reporting, marking and tracking.
12. Responsible for developing and maintenance of proper filing system for all financial and administrative documents and correspondences;
13. Verify telephone log books and monitor personal telephone calls;
14. Verify mileage log and gasoline consumption for the office vehicles; Responsible for timely repair and maintenance of vehicles; Coordinate annual vehicle inspection and issues the yearly vehicle status report to Head Office;
15. Responsible for coordination of drivers and assignment of vehicle for required operations;
16. Assist in the preparation of the annual budget and its mid-year review, as well as special budget updates as / when required and
17. Perform any other related task as may be assigned.
Required Qualifications and Experience
Education
· University Degree in Accounting/Business Administration or alternatively an equivalent combination of relevant training and experience
Experience
· A minimum of five years’ experience in finance and accounting as well as administration.
· Experience in NGOs & International organizations is an asset;
· High level of computer literacy is required, in particular, experience in computerized accounting systems and software; good knowledge of MS Office specifically Excel and
· Ability to coordinate administrative activities
Languages
· Thorough knowledge of spoken and written English.
· Knowledge of local languages like Somali is an advantage
·
Competencies:
Other
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.