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Financial and Administrative Assistant

International Organization for Migration (IOM)

Information about the position

  • Place of work: Grösslingová 35, 811 09 Bratislava
  • Basic wage component (gross) and other rewards: 1 490 EUR/monthGeneral Staff (GV, UN Salary Scale valid for the Slovak Republic since 1 Jan 2009). Base salary 1490EUR per month (net monthly payment of 1310EUR - income is exempted from taxation).
  • Start date: As soon as possible
  • Contract type: full-time

Job description, responsibilities and duties

Under the direct supervision of the Resource Management Officer, overall supervision of Head of Office, the Financial and Administrative Assistant will be responsible for support and assistance related to financial management and accounting of IOM office in Slovakia.

RESPONSIBILITIES AND ACCOUNTABILITIES:

1. Organize and execute procurement of office supplies, goods and services (including communication with suppliers) in line with IOM rules and donor requirements.
2. Keep track of the relevant procurement rules and regulations of IOM as well as donor´s and provide support to project teams on procurement policies and processes as needed and requested.
3. Act as a Focal point for compliance with donor procurement eligibility rules.
4. Collection, preparation and filing of supporting documentation for regular financial reporting, controlling and audits.
5. Assist in preparation of Service Agreements with vendors.
6. Invoices registration and verification of deliveries against purchase orders in SAP.
7. Monthly verification of status of open purchase orders and follow up with vendors in case invoices are not received on time or are not correct.
8. Asset controlling: Labelling of new assets, issuing of asset assignment forms for staff, maintenance of overview of available, redundant and damaged assets, preparation of asset retirement documents.
9. Asset stock taking.
10. Petty cash custodian for € currency in Bratislava including the petty cash custodian role in SAP.
11. Monthly reconciliation of the bank account in SAP.
12. Preparation of documentation for bank payments.
13. Housekeeping of vendor balances in SAP.
14. Vendor account creation in SAP. Verification of vendor account creation forms - UNSC Sanction List and procurement role.
15. Preparation of supporting documentation for quarterly VAT and consumption tax claims.
16. Maintenance of the system for filing and archiving of accounting documents, service agreements, donor agreements and official correspondence with donors.
17. Incoming/outgoing mail registration.
18. Managing emails in the shared mailbox; tape maintenance of backup server of the mission.
19. Liaison with landlord regarding cleaning, maintenance, security incidents and any other issues related to premises.
20. Logistical preparation of internal and external events – e.g. staff retreats.
21. Assisting in the area of staff security – headcounts, updating of security documents, acts as PEP kit focal point for the mission.
22. Other duties assigned by the Resource Management Officer and the Head of Office.

Employee perks, benefits

Type of appointment: One Year Fixed Term Contract with possibility of extension.
Contractual conditions:
6 weeks of paid annual leave per year.
24 days of paid sick leave per year.
Special medical insurance.
UNJSPF pension scheme.

Information about the selection process

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.

As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination against COVID-19.

This post is subject to local recruitment. Only persons holding a valid residence and work permit for Slovakia will be eligible for consideration.

Interested candidates are invited to submit their applications – CV and Cover Letter in English to iombratislavaHR@iom.int by 4th February 2022 23:59 (Bratislava time) at the latest, referring to this advertisement and using the subject line “RM2_Financial and Administrative Assistant”.

In order for an application to be considered valid, it must contain a cover letter and a CV. Please note that only shortlisted candidates will be contacted.

Requirements for the employee

Candidates with education suit the position

Secondary with school-leaving examination
University education (Bachelor's degree)
University education (Master's degree)

Educational Specialization

University degree in Economy, Business Administration

Language skills

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

Experience in the position/sector

procurement and administration

Number of years of experience

3

Personality requirements and skills

University degree in Economy or Business Administration with three years of relevant professional experience, or High school diploma with minimum five years of relevant experience.
Three years of experience in procurement and administration.
Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis;
Experience in the usage of SAP is advantageous.
Knowledge of IOM procurement processes is advantageous;
Knowledge of national AMIF procurement rules is advantageous;
Knowledge of International Public Sector Accounting Standards (IPSAS) is advantageous;
Fluency in English and Slovak (oral and written).

The incumbent is expected to demonstrate the following values and competencies:

Values - all IOM staff members must abide by and demonstrate these three values:
• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators level 1
• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link: https://www.iom.int/sites/g/files/tmzbdl486/files/about-iom/iom_revised_competency_framework_external.pdf

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Brief description of the company

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.