Financial and Administrative Assistant

Pridané 8.10.2019

International Organization for Migration (IOM)

Information about the position

Job description, responsibilities and duties

Position Title: Financial and Administrative Assistant
Duty station: Grosslingova 35,811 09, Bratislava, Slovak Republic
Classification: General Staff Grade IV or Grade III, UN Salary Scale . 1226EUR or 1008 EUR/brutto per month depending on experience
Start date: asap
Contract type: full time
Duration of the position: 9months (till 31.12.2018)

Office of the International Organization for Migration (IOM) in the Slovak Republic is seeking for a candidate for the position of Financial and Administrative Assistant.

GENERAL FUNCTIONS:
Under the direct supervision of the Resource Management Officer in IOM Bratislava, overall supervision of Head of Office in IOM incumbent will be responsible to support and to assist in financial management and accounting of IOM office in Bratislava and sub-office in Kosice. Specifically, s/he:

Area of Procurement and asset management
a. Acts as Procurement Focal Point responsible for procurement of office supplies, goods and services (including communication with suppliers) in line with projects needs and mission’s needs according to IOM rules and in line with donor requirements.
b. Registers invoices and assists with verification of deliveries against purchase orders in SAP. Performs MIGO transaction in SAP.
c. Performs monthly verification of status of purchase orders.
d. Labels new assets and issuing of asset assignment forms for staff.
e. Assists in asset stock taking and records asset movements in SAP.

Area of Treasury Accounting
a. Acts as petty cash custodian for € currency petty cash in Bratislava, inserting the transactions in SAP.
b. Prepares monthly reconciliation of the bank accounts in SAP for review for financial manager.
c. Prepares and checks correctness of data of bank transfers before the transfer is approved by financial manager.
d. Performs housekeeping of vendor accounts in SAP (mainly advances).


Area of Administration of documents
a. Prepares supporting documentation for quarterly VAT and consumption tax claims.
b. Assists with preparation of supporting documentation for financial reports to donors.
c. Requests proof of payment from Treasury department for invoices paid centrally by HQ function.
d. Downloads and files phone call reports, compiles reports based on donor requirements.
e. Performs scanning, filing and archiving of accounting documents, consultant contracts, service agreements, donor agreements and official correspondence with donors.
f. Registers of incoming/outgoing mails.
g. Assists in preparing/completing/checking supporting documentation of travel expense claims.
h. Assists in preparing documentation for audits.
i. Communicates with Legal department: submitting signed agreements for approval/code issuance.

Other duties
a. Assists in setting up of meeting room and in organization of external events.
b. Delivers mails and documents to post office and partnering institutions.
c. Acts as back up of other team members (purchase orders creation, payment clearing etc.).
d. Manages emails in the shared mailbox; regularly replaces tape in the tape backup server.
e. Assists consultants with their compulsory security training, if needed.


Performs other duties assigned by the Head of Office or supervisor.

Reklama / advertisment

Basic wage component (gross) and other rewards

1008 EUR or 1226EUR - brutto per month depending on experience

Reklama / advertisment

Employee perks, benefits

 6 weeks of paid annual leave per year
 24 days of paid sick leave per year
 Medical service plan
 UNJSPF pension scheme after one year of service in IOM

Reklama / advertisment

Information about the selection process

Interested applicants are invited to send their curriculum vitae and a motivation letter in English by e-mail to Mr. Martin Mikolas - [email protected] by 15th March 2018 before 6.00pm.

Subject of the email must be: Financial and Administrative Assistant. Only those under serious consideration will be contacted.
Candidates shall prepare for an interview in Bratislava between 19th and 28th March 2018.

In order for an application to be considered valid, IOM only accepts profiles duly filled in and submitted with a motivation letter in English not more than one page specifying the motivation for applications. Only short listed candidates will be contacted.

For further information, please refer to: www.iom.sk

Requirements for the employee

Candidates with education suit the position

University education (Master's degree)

Educational Specialization

Economics, Business Administration or a related field

Language skills

English - Upper intermediate (B2) and Slovak - Proficiency (C2)

Other knowledge

Microsoft Word - advanced
Microsoft Outlook - advanced
Microsoft Excel - advanced
SAP - basic

Driving licence

B

Personality requirements and skills

DESIRABLE QUALIFICATIONS:
a) University education – in Economy or Business Administration or related field and at three years of experience in administration in an international environment (for salary corresponding to Grade 4) or in case of shorter experience offered salary can be reduced to G3
b) Experience with SAP is an advantage;
c) Experience with management of the EU project expenditures and the execution of the project budget is an advantage;
d) Experience in shared services centre focused is an advantage;
e) Strong in numbers, accuracy and in details.
f) Good analytical and organizational skills;
g) Strong planning skills and strong in keeping deadlines;
h) Ability to work independently and also in a team;
i) Ability to take initiative and act with autonomy; personal commitment, creative thinking and drive for results.


The candidate is expected to demonstrate the following technical and behavioural competencies:

A) Accountability
a. Accepts and gives constructive criticism
b. Follows all relevant procedures, processes, and policies
c. Meets deadline, cost, and quality requirements for outputs
d. Monitors own work to correct errors
e. Takes responsibility for meeting commitments and for any shortcomings

B) Client Orientation
a. Identifies the immediate and peripheral clients of own work
b. Establishes and maintains effective working relationships with clients
c. Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
d. Keeps clients informed of developments and setbacks

C) Continuous Learning
a. Contributes to colleagues' learning
b. Demonstrates interest in improving relevant skills
c. Demonstrates interest in acquiring skills relevant to other functional areas
d. Keeps abreast of developments in own professional area

D) Communication
a. Actively shares relevant information
b. Clearly communicates, and listens to feedback on, changing priorities and procedures
c. Writes clearly and effectively, adapting wording and style to the intended audience
d. Listens effectively and communicates clearly, adapting delivery to the audience

E) Creativity and Initiative
a. Actively seeks new ways of improving programmes or services
b. Proactively develops new ways to resolve problems

F) Leadership and Negotiation
a. Convinces others to share resources
b. Actively identifies opportunities for and promotes organizational change

G) Performance Management
a. Provides constructive feedback to colleagues

H) Planning and Organizing
a. Sets clear and achievable goals consistent with agreed priorities
b. Identifies priority activities and assignments
c. Organizes and documents work to allow for planned and unplanned handovers
d. Identifies risks and makes contingency plans
e. Adjusts priorities and plans to achieve goals
f. Allocates appropriate times and resources for own work and that of team members

I) Professionalism
a. Masters subject matter related to responsibilities
b. Identifies issues, opportunities, and risks central to responsibilities
c. Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
d. Persistent, calm, and polite in the face of challenges and stress
e. Treats all colleagues with respect and dignity
f. Works effectively with people from different cultures by adapting to relevant cultural contexts
g. Knowledgeable about and promotes IOM core mandate and migration solutions

J) Teamwork
a. Actively contributes to an effective, collegial, and agreeable team Environment
b. Contributes to, and follows team objectives
c. Creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse
d. Gives credit where credit is due
e. Seeks input and feedback from others
f. Delegates tasks and responsibilities as appropriate
g. Actively supports and implements final group decisions
h. Takes joint responsibility for team's work

K) Technological Awareness
a. Learns about developments in available technology
b. Proactively identifies and advocates for cost-efficient technology solutions
c. Understands applicability and limitation of technology and seeks to apply it to appropriate work

Technical:

a) Effectively applies knowledge of relevant Human Resources theories and practices, and recognizes their application within existing IOM processes
b) Delivers Human Resources solutions customized to the needs of IOM
c) Effectively applies knowledge of relevant financial discipline
d) Develops / follows internal control procedures to prevent fraud and mismanagement
e) Ensures application of institutional financial policies and guidelines

Advertiser

Brief description of the company

IOM is committed to the principle that humane and orderly migration benefits migrants and society.
As the leading international organization for migration, IOM acts with its partners in the international community to:
- Assist in meeting the growing operational challenges of migration management,
- Advance understanding of migration issues,
- Encourage social and economic development through migration, and
- Uphold the human dignity and well-being of migrants.

For more information, please visit:
www.iom.sk
www.iom.int

Company address

IOM International Organization for Migration
Grosslingova 35
811 09 Bratislava
www.iom.sk , www.iom.int