Lao People's Democratic Republic (the): Administrative and Finance Clerk (Part-time)

Position Title : Administrative and Finance Clerk (Part-time)
Duty Station : Vientiane, Lao PDR (For Field Office, Local Recruitment)
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 : LASVN2016-03

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.

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:

2. 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.

3. Verify financial transactions and reports of various projects and entering records into the IOM accounting system.

4. Verify expense claims and ascertain that the requirements, supplies or services they refer to were duly received or provided before proceeding with payment request;

5. Perform adjustments as necessary or as required by projects in compliance with proper accounting and the IOM rules and regulations.

6. 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.

7. Perform monitoring and clearing of debtors, both internal and external.

8. Prepare, collection, summarizing and provide financial reports as requested;

9. Liaise with IOM’s Regional Office with regard to clearing inter-mission/office accounts, financial data and reports;

Administrative

1. 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.
2. 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.
3. 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.
4. Assist the coordination of procurement, storage, inventory, insurance, and asset management of goods and services.
5. Carry out general clerical tasks for the office as requested (e.g. translation, photocopying, filing of documents).

Other

1. 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.
2. Attend to external and internal auditors during their visits to the mission.
3. Ensure that resources of the organization are used in accordance with the regulations and guidelines of the Organization.
4. Perform other related duties as may be assigned

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
  Behavioral

• Accountability – takes responsibility for action and manages constructive criticisms

• Client Orientation – works effectively well with client and stakeholders

• Continuous Learning – promotes continuous learning for self and others

• Communication – listens and communicates clearly, adapting delivery to the audience

• Creativity and Initiative – actively seeks new ways of improving programmes or services

• Performance Management – identify ways and implement actions to improve performance of self and others.

• Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;

• Professionalism - displays mastery of subject matter

• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.

• Technological Awareness - displays awareness of relevant technological solutions;

• Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM.

Other

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.

Interested candidates are invited to submit their applications via e-mail to LaoHR@iom.int, by November 16, 2016 at the latest, referring to this advertisement. Please include the reference code LASVN2016-03 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:
From 02.11.2016 to 16.11.2016