Jijiga, Addis Ababa
International Organzation for Migration - IOM
Vacancy No:IOM-SVN/0057/2018Position Title:Admin & Finance AssistantDuty Station:Jijiga, EthiopiaType of Appointment:SST, Six months with possibility of extensionEstimated Start Date:As soon as possibleClosing Date:  July 03, 2018BackgroundUnder the general supervision of the Head of Mission, technical guidance from the Resource Management Officer, and the direct supervision of the filed office coordinator Jijiga, the incumbent will be responsible for carrying out duties related to transportation activities.  In particular, he/she will be responsible for the following:-Core Functions / Responsibilities: 1.      Responsible for the files of IOM General Instructions, General Bulletins, Accounting Code Book, as well as for Instructions or Memoranda issued locally;2.      Prepare contracts for service providers like Interpreters. Establish and manages copies of personnel files;3.      Responsible for insurance of IOM property - renewals - claims - adjustments, as well as for reporting annually on all insurance coverage of the Mission to IOM Addis Office;4.      Establish payment and receipt Vouchers as required.  Enters them in the Bank and Cash Books - Bank reconciliation;5.      Check invoices and ascertains that the equipment, supplies or services they refer to were duly received or provided;6.      Prepare monthly / annual financial statements. Send financial documents on monthly or bi-monthly basis;7.      Process operations / accounting returns on Personal Computer;8.      Prepare travel authorizations and advises on allowances for staff members leaving on duty travel;9.      Maintain attendance records and control Staff Annual Leaves;10.  Monitor office/equipment maintenance, utilities and their invoicing. Monitors stock of office supplies and orders / requests replenishments when required;11.  Responsible for the inventory of office equipment verifies and certifies coding of supplies, equipment, and office machines. Checks and prepares inventory reports; Ensures proper handling of assets in terms of reporting, marking and tracking.12.  Responsible for developing and maintenance of proper filing system for all financial and administrative documents and correspondences;13.  Verify telephone log books and monitor personal telephone calls;14.  Verify mileage log and gasoline consumption for the office vehicles; Responsible for timely repair and maintenance of vehicles; Coordinate annual vehicle inspection and issues the yearly vehicle status report to Head Office;15.  Responsible for coordination of drivers and assignment of vehicle for required operations;16.  Assist in the preparation of the annual budget and its mid-year review, as well as special budget updates as / when required and 17.  Perform any other related task as may be assigned.