OPEN TO INTERNAL AND EXTERNAL CANDIDATE

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.


Job Description

Position: Projects Assistant (Admin / Finance / Logs & Monitoring of LPs/LBs)

Reports to:

Position Summary:

Key Responsibilities:

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.
    

Requirement

Key Competencies:

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, analyze 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.
  

Others

Reference Code: SVN/ID1/2009/ 047
Duty Station: Various Field Offices, NAD, INDONESIA

Classification: Grade 4
Employment Periode: Three months with possible extension
Estimate Starting Date: Soon as Possible
Posting Close: 6/05/09
About Company: http://jobdevpro.blogspot.com/search/label/About%20Company
WebsiteLink: http://www.iom.or.id/
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