Finance and Administrative Assistant
International Organization for Migration
Zamboanga, Philippines
1d ago
source : Indev Jobs

Context

Under the overall supervision of the Head of Sub-Office (Cotabato), and under direct supervision of the Head of Zamboanga Satellite Office, with technical supervision of the National Finance and Administrative Officer in Cotabato, the successful candidate will be accountable and responsible for the finance and admin support needs of IOM Projects in line with IOM policies, standards and commitments.

Core Functions / Responsibilities

  • Record financial transactions to PRISM Financials (SAP).
  • Disburse cash for authorized payments and record cash movements.
  • Prepare Cash Certificates to support cash on hand on the last day of each week / month and at other times as instructed.
  • Review Request for Payment (RFP) / billing and record the necessary entries in SAP (finance system).
  • Ensure the following :

  • Claims are valid, specifically that services / goods have been rendered / received, except for advance payments.
  • RFP and supporting documents are complete, valid and approved.
  • Values are accurate and missing information, if any, are obtained from concerned units or staff members.
  • Account code(s) and / or WBS are accurately assigned.
  • Compute advance DSA (Daily Subsidy Allowance) and calculation of settlement for travel expense claims.
  • Monitor staff accounts for personal use of communications, vehicles and other official line or equipment, and recovery thereof.
  • Assist in preparing financial monitoring reports such as but not limited to the following : check and petty cash summary, RFP monitoring, TA / TEC monitoring.
  • Assist in monitoring and follow-up of outstanding travel expense advances and operational advances.
  • Review and verify supporting documents to disbursements and liquidation reports.
  • Assist in clearing vendor and general ledger account balances.
  • Maintain an organized and systematic filing of RFPs / documents regularly.
  • Assist in monitoring logistical and administrative arrangements for the implementation of the projects, including partner agreements, contracts.
  • Carry out the day to day administrative requirements for all sub-office or satellite office.
  • Establish and maintain liaison with lease owners, utility, and other service providers.
  • Assist in preparing lease, utility and other office contracts for review of the LEG Unit and monitor contractual provisions, including expiry dates.
  • Support tasks on common services including fleet assignments for efficient project team’s use.
  • Perform other duties as may be required.

    Education

  • University degree in Accountancy, Business Administration, Commerce / Finance, or a related field from accredited academic institution, with two years of relevant professional experience in accounting or finance; or
  • Completed High School degree from an accredited academic institution, with four years of relevant professional experience.
  • Skills

  • Excellent level of computer literacy especially in Excel and SAP.
  • Impeccable track of timely service delivery.
  • Strong ability to plan work ahead and respect deadlines.
  • Knowledge of the region is an advantage.
  • Experience

  • Finance and admin work experience with international public sector and in Mindanao projects will be an advantage;
  • Experience in IOM field operations in post-conflict or peacebuilding settings will be an advantage;
  • Ability to prepare clear and concise reports, supervise staff and coordinate administrative activities.
  • Languages

  • Fluency in English and Tagalog is required. Conversant in any BARMM language is advantage.
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