Financial Assistant

Under the direct supervision of the Resource Management Officer in IOM Bratislava, overall supervision of Head of Office in IOM Bratislava and in close cooperation with the Administrative centres in Manila and Panama, incumbent is responsible for support and assistance related to financial management and accounting of activities implemented by or assigned to IOM office in Bratislava.

RESPONSIBILITIES AND ACCOUNTABILITIES:

A) Finance administration
a. Project related
i. Assists project activation process in IOM’s ERP software.
ii. Assists with budget preparation by providing staff costs, rental and other office costs estimates.
iii. Reviews and approves purchase requisitions and purchase orders based on the assigned roles of authorization set for the mission.
iv. Assists in reviewing of specification of services and goods to be procured in line with procurement plan.
v. Projectizes mission wide expenses to specific projects.
vi. Monitors on monthly basis spending of the project compared to budget and in over/under spending situations informs project managers that action needs to be taken.
vii. Prepares interim and final financial project reports for Manila administrative centre reviews.
viii. Prepares reconciliation the total spending of the projects and verifies donor reporting package.
ix. Assists in donor report preparation according to IOM and donor requirements.

b. Mission wide
i. Reviews and authorizes payments to vendors and staff members.
ii. Reviews travel expense claims for all staff members.
iii. Monthly cash flow planning – in necessary cases prepare replenishment request.
iv. Monthly payroll process:
1. Prepares projectization of salaries of administrative department and the Head of office.
2. Prepares reconciliation of ZPAYROLL with previous month and manual calculation file.
3. Processes payroll for consultants and interns.
v. Reviews and certify monthly closing accounts submission:
1. Bank and cash transactions and reconciliations.
2. Vendors, donors, staff reconciliations.
3. Assets capitalization.
vi. Plans and implement yearly leading of physical verification of assets, solves discrepancies.
vii. Draft annual budget for the mission and its revisions.
viii. Yearly updates the authorization request for PRISM access of the staff of the mission.
ix. Acts as procurement focal point – oversights and implements procurement instruction and provides guidance to project teams on procurement related issues. Coordinates central procurement of office supplies, vehicles and IT equipment for the whole mission.

B) Other tasks
a. Any other duty within the incumbent's capabilities as assigned by the Chief of Mission/Head of Office.

Type of appointment: Special Short Term Ungraded Contract
Duration of the contract: 6 months
Contractual conditions:
6 weeks of paid annual leave per year.
24 days of paid sick leave per year.
Medical service plan.
40 hours working week.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

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

Interested applicants are invited to send their curriculum vitae and a motivation letter in English by e-mail to [email protected] until 29 March 2021 23:59 (Bratislava, Slovakia time) the latest.

Subject of the email must be: Financial Assistant.

In order for an application to be considered valid, IOM only accepts profiles duly filled in and submitted with a motivation letter not more than one page specifying the motivation for applications. Only short listed candidates will be contacted.

As part of the application process, all candidates, regardless of the type or duration of the contract, are instructed to disclose any known close relative, other relative or spouse who works for IOM, or who works for a donor, vendor, government, third party contractor or any other organization associated with IOM, if that person is engaged with IOM in any capacity.