Reference No.: VN/ID10/2016/0071
Position title : Health Administrative Clerk
Duty Station : Makassar
Classification : General Service Staff, Grade G3
Base Salary : IDR 7,655,500,- per month
Type of appointment : Fixed Term Contract, one year with possibility of extension (the first six months shall be considered as probation period)
Estimated start date : Immediately
Closing Date : 19 October 2016
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.
IOM is committed to a diverse and inclusive environment. For the purpose of this vacancy, the following internal candidates who meet the eligibility criteria are considered as first-tier candidates:
- Internal candidates on regular or fixed-term contracts should meet the minimum time in post requirement of eighteen months or more at the time of the closing of the VN.
- The minimum time in post requirement is six months for such internal candidates who are incumbents of a position being advertised or confirmed for discontinuation.
- Internal candidates on short-term contracts should meet the minimum time in post requirement of six months or more at the time of the closing of the VN.
- In addition, all applicants should meet eligibility requirements for languages, education and work experience requirements stipulated in the VN.
Context:
Under direct supervision of Senior Migration Health Physician, and in close coordination with Resource Management Assistant in Eastern region and the overall supervision of RCA Programme Coordinator in Eastern Region of Indonesia, the field-based incumbent will be responsible for in all aspect of the administrative for finance and procurement task related to Health department in IOM Eastern Region.
Core Functions / Responsibilities:
Receive and check all incoming invoices from suppliers, services providers, and submit document for verify process by health team assistance.
- Prepare request for payment from process and release duly approved and authorized cash payments and bank transfers to all vendors, contractors and staff, ensuring that signed official invoices/receipts and other supporting documentation is attached to all payment requests;
- Prepare guarantee letter for service providers in coordination with related unit.
- Maintain advance balance of health staff and vendor as well ensuring that all settlements are submitted on timely manner and are accurate.
- Maintain the inventory of medical equipment and supplies for health post in Immigration Detention Center (IDC) Makassar and in Makassar sub- office.
Liaise with following :
- Procurement Unit : maintain liaison with external service providers and assist in establishing and maintaining agreements with partners. IT Unit : computer software or hardware problems.
- Ensure data files are organized according to the program filling system and maintain complete file.
- Assist in the preparation and maintain file of Travel Authorization for staff on approved official trips if needed.
- Coordinate office fleet and drivers to support medical activity.
- Provide clerical assistance as necessary and manage document delivery.
- Perform other duties as may be assigned
Education
- Bachelor Degree in the relevant field (Accounting, Finance, Business Administration, Management) with one year of relevant working experience, or Completed High School degree from an accredited academic institution, with three years of relevant professional experience
- Indonesian National with good knowledge of, and experience in project administration, operational and has knowledge and experience in health services is advantage
- Has work experience in accounting, finance and budget tracking as well as office administration; in an international organization or any client/service sector, preferably with cross-cultural exposure.
- Proficient in computer applications: Ms-Office, particularly in MS-Excel, Database and accounting software program.
- Proven client/service orientation and experience in liaising with external clients from various sectors: private, government and international organizations.
Languages
Fluency in English and Bahasa Indonesia both written and spoken is required
Required Competencies
Behavioural
- Takes responsibility and manages constructive criticism;
- Works effectively with all clients and stakeholders;
- Promotes continuous learning; communicates clearly;
- Takes initiative and drives high levels of performance management;
- Plans work, anticipates risks, and sets goals within area of responsibility;
- Displays mastery of subject matter;
- Contributes to a collegial team environment;
- Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation;
- Displays awareness of relevant technological solutions;
- Works with internal and external stakeholders to meet resource needs of IOM.
- Effectively applies knowledge of relevant financial discipline
- Develops / follows internal control procedures to prevent fraud and mismanagement
- Ensures application of institutional financial policies and guidelines.
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, security clearance and verification of education certificate.
How to apply:
Interested candidates are invited to submit their applications in ENGLISH, with:
- Cover letter, clearly specify suitability and availability date,
- Complete the Personal History Form which can be downloaded at the following link: CLICK HERE
- Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors
- Please submit your application through THIS LINK, or send by email to rindonesia@iom.int, indicating the reference code above (VN/ID10/2016/071) as subject. The deadline for applications is 19 October 2016.
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