Vacancy Notice

OPEN FOR INTERNAL AND EXTERNAL CANDIDATES

Reference Code:                                           2017/06

Duty Station:                                                Astana, Kazakhstan

Position Title:                                               Senior Finance/HR Assistant

Classification:                                              Staff

Grade:                                                        G6/step 1

Type of Appointment:                                   to be confirmed

Organizational Location:                               IOM Astana

General Functions:

Under the overall supervision of Chief of Mission and direct supervision of the National Admin/Finance Officer, the Finance /HR Assistant provides functional services in human resources, administrative and financial aspects of the mission in Astana.

Incumbent delivers quality services in HR, administration and finance to internal and external clients mastering all relevant rules, guidelines, processes and procedures. He/she takes a client-oriented, result-focused approach to interpreting the rules, procedures and guidelines in service of the office programme, providing support and guidance to the IOM mission Kazakhstan and IOM Missions in Central Asia.

Incumbent works in close collaboration with the IOM Operations, Programme and projects staff in the Central Asia to exchange information and ensure consistent service delivery.

Responsibilities:

Finance

• Ensuring that staff and office cost are in line with budget availability
• Assist in preparation of quarterly/yearly financial reports to the donors 
• Check and verify financial reports of the NGOs/IOM partners
• Check and verify all invoices prior to preparation of. Ensure that the payees properly sign all payment vouchers as an acknowledgement that accounts were settled
• Entering all financial data in field accounting system PRISM (SAP), ensure proper coding for all transactions, prepare travel advances for staff, monitor outstanding balances, bank transactions
• Preparation of the monthly accounting statements and supporting documents for dispatch to Manila Accounting Support
• Ensuring sufficient funds are available locally, preparation of funding requests
• After obtaining appropriate approvals by COM/OiC, effect payments to suppliers and staff members
• Responsible for petty cash of the mission (being cash-custodian of the mission)
• Calculation and verification of Travel Claims, prepare travel advances for staff
• Maintain files of IOM rules, regulations, administrative instructions and other related documentation and keeps abreast of these rules; inform staff of changes and help ensure compliance with relevant requirementsProvide briefing, advice and technical guidance to staff at all levels on IOM financial rules, regulations, instructions, and procedures.
• Interpret financial policies, rules and regulations and make recommendations for resolving sensitive issues.                                             

Human Resources

• Advice and counsel staff in respect of rights, responsibilities and difficulties associated with work and entitlements. Analyse complex cases and issues and assist the RMO in finding and recommend solutions, and when in doubt, liaise with PAC-FPSU, MAC-MHRO.
• Supervise the work of the following personnel: Admin/Procurement Assistant and Driver
• Plan and coordinate the work of the HR Section. Suggest effective and workable mechanisms to ensure accurate and responsive administration of benefits and entitlements.
• Assist RMO to oversee and proceed with administrative formalities and processes related to staff recruitment and appointment, within IOM adaptation, extension of appointment, change in contractual status, deployment, transfer, promotion, separation, Health Insurance participation. Follow up on all local staff contractual status and ensures appropriate and timely actions for renewals, promotions, within-grade increments
• Checking all IOM contracts for consultants and services
• Preparing staff contract and ensuring that all grades and steps are in line with IOM rules and procedures
• Provide general guidance to staff member on common administrative procedures/issues/requirements
• Organize and conduct introduction sessions for newly hired local staff. Provide guidance to staff members on the interpretation and application of IOM`s Human Resources policies, regulations and rules
• Calculate separation clearance statement and terminal emoluments for resigned and/or transferred/promoted staff members
• Responsible for preparation of all reports on personnel matters to MAS
• Establish and manage personnel files
• Follow up with employees' Staff Evaluation System cycles. Act as SES HR Agent.
• Arrange for the employees' Entry-on-Duty Medical Examination and Medically Fit certificate, as well as for their inclusion in the appropriate medical coverage plan
• Under the supervision of National Admin/Finance officer is responsible for all recruitment process for IOM Kazakhstan employees, including advertising of vacant posts internally and externally, conducting written test; Identifying the selection Panel; Conducting interviews of shortlisted applicants, Preparation of TORs
• Preparing Organigram for IOM Kazakhstan, keeping Organigram updated
• Coordinate IOM Astana drivers’ work (keep and update the vehicle log, fuel log, keep track of and monitoring of private use of IOM vehicles)
• Verify mileage log and gasoline consumption for the office vehicles

• Identify official holidays to be observed by the mission for approval of COM.

Other

• Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement or to adapt existing instructions taking into consideration the specific needs of the office.

• Create and maintain filing and reference system, following IOM guidance
• Fire Deputy Warden for IOM Astana personnel
• Perform such other duties as may be assigned

Technical Requirements:

• Develops / follows internal control procedures to prevent fraud and mismanagement.
• Anticipates and understands internal and external issues and opportunities that may impact the IOM.
• Adapts best Human Resources practices to the requirements of IOM to facilitate the achievement of strategic objectives.

Education and Experience:

• Bachelor Degree preferably with Finance and Accounting Major.
• Proven experience in team management.
• Good knowledge of financial and administrative management.
• High level of computer literacy is required; in particular, good knowledge of MS Office is an advantage.

Languages

• Russian - Fluent
• English - Fluent
• Kazakh - Fluent

Competencies:

The incumbent is expected to demonstrate the following technical and behavioral competencies

• Accountability
• Client Orientation
• Continuous Learning
• Communication
• Performance Management
• Planning and Organizing
• Professionalism
• Teamwork
• Technological Awareness                

How to apply:

Closing date: 20 June 2017, please kindly send your CV to theThis email address is being protected from spambots. You need JavaScript enabled to view it.  (please specify the position title in the subject line).

Only shortlisted candidates will be contacted.