Finance/ Administrative Assistant

                                             VACANCY NOTICE

The International Organization for Migration is seeking qualified Nepali Nationals for the following position based in Damak.

Vacancy Notice No:VN#NP/04/16    

Position Title:  Finance/ Administrative Assistant -1 position

Classification:  Grade - 5

Type of contract: One year Fixed Term with possibility of extension

General functions:

Under the overall supervision of the Head of Sub Office in Damak and under the direct supervision of the Resource Management Officer in Damak, Nepal, the incumbent will provide support, guidance, monitoring and coordination on the programs administrative management and on the management of resources at the IOM Migration Health Division (MHD) at IOM Damak in particular, and MHAC in Kathmandu in general, ensuring sound administrative, technical program support, coordination as well as implementation of efficient and effective programme support services in accordance with IOM rules and regulations, and project implementation guidelines. In close coordination with the MHD, the incumbent will:

Major Duties and Responsibilities:

1. Reconcile and review payable/receivable vendor's account and ensure clearing procedure have been made on specific time according to contract or PO. Follow up with outstanding advances.
2. Monitoring and follow up with procurement department for clearance of commitments due on/before closing of running month.
3. Deal with the bank as necessary, including monitoring the mission’s balances in the bank; checking the Bank Balance every day.
4. Ensure that payments and other financial transactions are done in a timely and efficient manner;
5. Proper recording/filing of hard copy of financial documents.
6. Ensure travel claim by staff follows correct DSA rate, exchange rate with all support documentation.
7. Ensure correctness of disbursements and adherence to IOM accounting rules and procedures;
8. Responsible for Monthly Financial Report for budget monitoring purpose, financial reporting to donor.
9. Ensure that salaries are correctly allocated to projects consistent with IOM’s projectization criteria with close coordination with HR Department.
10. Assist the MHD in the administrative coordination of financial, budgetary, procurement, and logistics aspects of all migration health assessment projects in Damak and Kathmandu in constant coordination with concerned Mission resource management and other support staff.
11. Verify WBS assigned on Purchase Requisition Forms.
12. Monitor the financial status of all migration health assessment activities and projects in Damak and Kathmandu, and regularly report on the same to MHAC. Monitor regular financial reports. Assists in Preparing/revising budgets and PRISM project structures for ongoing and new migration health assessment projects: Report variances between budget and actual expenditures of MHD Damak and Kathmandu.
13. Review and consolidate budgets, narratives, services fees and report for MHD Damak/Kathmandu prior to submission to RMO/Project Manager.
14. Review migration health project proposal budgets in coordination with Migration Health Officials and RMO in IOM Damak.
15. Consult and coordinate closely with the Project Manager at MHD/MHAC and RMO on migration health financial and administration issues.
16. Perform any other related duties that may be assigned by the supervisor.

Required Qualifications and Competencies:

• Bachelor’s Degree in Accounting or Finance.
• Five years of working experience.
• Ability to prepare clear and concise reports, budgets as well as statistics and coordinate administrative activities.
• Computer literacy, in particular good knowledge of MS word and excel.
• Knowledge of SAP Finance is an asset.
• Strong communication, planning and organizational skill.
• Ability to work under pressure with minimum supervision.
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.

Interested candidates are requested to fill the attached internal application form and cover letter stating why he/she is an ideal candidate for the position. All applications should be addressed to: Human Resource Department, International Organization for Migration, P.O. Box 25503, Baluwatar, Kathmandu or email to iomnepaljobs@iom.int by 15 February 2016. Only short listed candidates will be called for interview.