Context: Core Functions / Responsibilities: Vacancy Announcement

Transcription

1 Vacancy Announcement Position Title : Administrative and Finance Clerk (Part-time) Duty Station : Vientiane, Lao PDR. Type of Appointment : Special Short Term Contract, 9 months with possibility of extension Estimated Start Date : 01 December 2016 Closing Date : 16 November 2016 Reference Code : LASVN Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants. IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates. Since this is a National position, only candidates of Lao nationality with a good knowledge and experience of the local conditions in Lao PDR will be considered. Context: Under the direct supervision of the Senior Administrative and Finance Assistant and the Head of Office (HoO) in IOM Vientiane, and in coordination with relevant units at the Regional Office for Asia and the Pacific in Bangkok, the incumbent is responsible for assisting the Senior Administrative and Finance Assistant with the coordination of the budgetary, financial, human resources and administrative functions of the Mission. Core Functions / Responsibilities: Finance 1. Assist in the financial management activities in the office including report preparation. This includes: Prepare accounting transaction reports (vouchers) and ensure that supporting documents and other requirements (e.g. vouchers, Purchase Order, Purchase Requisition, Bids Analysis, invoices & quotations) are completed and filed in an orderly manner; follow-up with respective project staff in case of incomplete submissions. Verify financial transactions and reports of various projects and entering records into the IOM accounting system. Page 1 / 5

2 Verify expense claims and ascertain that the requirements, supplies or services they refer to were duly received or provided before proceeding with payment request; Perform adjustments as necessary or as required by projects in compliance with proper accounting and the IOM rules and regulations. Perform settlements of the travel expense claims for all IOM local staff and officials; coordinate with respective staff member to verify the accuracy and ensure completion of the claim and supporting documents. Perform monitoring and clearing of debtors, both internal and external. Prepare, collection, summarizing and provide financial reports as requested; Liaise with IOM s Regional Office with regard to clearing inter-mission/office accounts, financial data and reports; Administrative 2. Assist in delivering the office's human resources functions, including recruitment, retention, promotion, separation, and other related activities, in accordance with the Organization's policies and procedures. 3. Facilitate administrative procedures for travel authorizations, airplane tickets, visas, work permits, staff travel, leave requests, medical insurance claims, staff recruitment, and other tasks for the Lao Office. 4. Assist the coordination of common services functions including arrangement of logistics for staff and visitors of the mission, visa and work permit requests, and general office management. 5. Assist the coordination of procurement, storage, inventory, insurance, and asset management of goods and services. 6. Carry out general clerical tasks for the office as requested (e.g. translation, photocopying, filing of documents). Other 7. Liaise with other internal functional units of the office, as well as banking, donors and government counterparts and other stakeholders as required in the performance of resource management duties. 8. Attend to external and internal auditors during their visits to the mission. 9. Ensure that resources of the organization are used in accordance with the regulations and guidelines of the Organization. Perform other related duties as may be assigned Required Qualifications and Experience Education and Experience Three years work experience in finance, accounting, budgeting, human resources and/or office administration, preferably in an international, non-profit environment Computer literate; ability to use data and word processing equipment Experience using SAP software Languages English (Intermediate). Required Competencies Page 2 / 5

3 Behavioural Accountability Accepts and gives constructive criticism Follows all relevant procedures, processes, and policies Meets deadline, cost, and quality requirements for outputs Monitors own work to correct errors Takes responsibility for meeting commitments and for any shortcomings Client Orientation Identifies the immediate and peripheral clients of own work Establishes and maintains effective working relationships with clients Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries Keeps clients informed of developments and setbacks Continuous Learning Contributes to colleagues' learning Demonstrates interest in improving relevant skills Demonstrates interest in acquiring skills relevant to other functional areas Keeps abreast of developments in own professional area Communication Actively shares relevant information Clearly communicates, and listens to feedback on, changing priorities and procedures Listens effectively and communicates clearly, adapting delivery to the audience Creativity and Initiative Expands responsibilities while maintaining existing ones Proactively develops new ways to resolve problems Leadership and Negotiation Convinces others to share resources Articulates vision to motivate colleagues and follows through with commitments Performance Management Provides constructive feedback to colleagues Uses staff evaluations appropriately in recruitment and other relevant HR procedures Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations Planning and Organizing Sets clear and achievable goals consistent with agreed priorities for self and others Identifies priority activities and assignments for self and others Organizes and documents work to allow for planned and unplanned handovers Identifies risks and makes contingency plans Adjusts priorities and plans to achieve goals Allocates appropriate times and resources for own work Professionalism Masters subject matter related to responsibilities Identifies issues, opportunities, and risks central to responsibilities Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation Persistent, calm, and polite in the face of challenges and stress Treats all colleagues with respect and dignity Page 3 / 5

4 Works effectively with people from different cultures by adapting to relevant cultural contexts Teamwork Actively contributes to an effective, collegial, and agreeable team environment Contributes to, and follows team objectives Gives credit where credit is due Seeks input and feedback from others Actively supports and implements final group decisions Takes joint responsibility for team's work Technological Awareness Learns about developments in available technology Proactively identifies and advocates for cost-efficient technology solutions Understands applicability and limitation of technology and seeks to apply it to appropriate work Resource Mobilization Establishes realistic resource requirements to meet IOM needs Technical Other Effectively applies knowledge of relevant financial practices Effectively applies knowledge of relevant Human Resources practices, and recognizes their application within existing IOM processes Adopts best Human Resources practices to the requirements of IOM to facilitate the achievement of strategic objectives Follows internal control procedures to prevent fraud and mismanagement Ensures application of institutional financial policies and guidelines Please be advised that this is a local position and as such only applications from Lao nationals will be considered. Applications from qualified female candidates are especially encouraged. 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. How to apply: Interested candidates are invited to submit their applications via to LaoHR@iom.int, by November 16, 2016 at the latest, referring to this advertisement. Please include the reference code LASVN followed by your full name in the subject line. Applications should include: a) a cover letter not more than one page, specifying the motivation for applications; and b) a curriculum vitae. Only shortlisted candidates will be contacted. Posting period: Page 4 / 5

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