Administrative and Finance Assistant (Ref: VN#TR/2022/261)

IOM İstanbul
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İlan Detayları

Vacancy Notice Number:

VN#TR/2022/261

Position Title:

Administrative and Finance Assistant

Duty Station:

Istanbul – Türkiye

Classification:

One Year Fixed Term (G4) – with possible extension

Deadline of Applications:

17 October 2022

Number of People to be hired

1

Eligibility:

Internal & External Candidates

 

General Functions:

Under the overall supervision of the Chief of Mission and the Head of Sub Office in Istanbul, Turkey, and under the direct supervision of National Admin and Finance Officer, and in close coordination with the Senior Operations Officer and the Chief Medical Officer, the incumbent will be responsible for the following functions:

 

Major Duties and Responsibilities:

  1. Obtain eligible lists from Movement Operations and the Migrant Health Department (MHD) to coordinate the hotel reservations and logistical help for beneficiaries of various programs.
  2. Receive invoices and match them against the approved instruments of commitment such as contracts. Prepare payment requests ensuring all the necessary documentation is included before submission to Finance Unit for signature and further submission to IOM Ankara Finance Department for payment.
  3. Monitoring the return of documents sent various Program Managers for approval and follow up for any pending confirmation documents related to the payment process.
  4. Coordinate with the various programs to ensure that budgets are correctly charged on a timely basis
  5. Maintain positive communications with hotels to ensure timely submission of invoices and payment; coordinate with the Pre-Departure Orientation department to ensure smooth operations amongst all stakeholders.
  6. Provide unofficial translation and interpretation services if required;
  7. Assist in photocopying of materials as necessary;
  8. Carry out day to day office administrative requirements including dealing with  incoming and outgoing post, office stationary replenishment
  9. Maintaining administration related files that falls into the domain of the position while prioritizing the confidentiality and safety of the documents.
  10. Act as the back-up receptionist primarily responsible of answering the telephone, screen and refer calls, take messages as appropriate; fill out appropriate forms in response to callers' requests for specific information and forward to relevant departments for action;.
  11. Co-ordinate hotel reservations if required for the international /local staff.
  12. Any other related duties that might be assigned

 

Required Qualifications:

Education:

  • Bachelor’s degree in finance, business administration, or any other related fields with minimum two years of professional experience or
  • High school degree with minimum four years of relevant professional experience

 

Experience:

  • Familiarity with the accepted clerical practices involved in greeting and providing assistance to visitors as well as other receptionist/data entry duties is advantageous;
  • Experience in customer service, reception duties and office procedures would be an added advantage.
  • Ability to maintain statistics and financial reports.
  • Proven analytical, interpersonal and organizational skills
  • Mature individual able to be punctual at all times, who pays attention to details and who submits timely documents/reports as required.
  • Good computers skills, especially in Excel, Internet and e-mail.

 

Languages:

  • Fluency in English and Turkish is required.

 

Required Competencies

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

Values

  • Inclusion and respect for diversity:

Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.

  • Integrity and transparency:

Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.

  • Delivers on commitments; manages the organization’s resources reliably and sustainably.
  • Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
  • Professionalism:

Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.

  • Shows self-control and persistence when faced with difficult problems and remains calm in stressful situations.
  • Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

 

Core Competencies – behavioural indicators level 1

  • Teamwork: Establishes strong relationships with colleagues and partners; relates well to people at all levels.
  • Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
  • Willingly puts in extra effort without being asked and adopts a "hands-on" approach whenever necessary to achieve team objectives.
  • Coordinates own work with that of the team to meet agreed priorities and deadlines.
  • Delivering Results:

•Produces quality results and provides quality services to clients.

  • Meets goals and timelines for delivery of products or services.
  • Shows understanding of own role and responsibilities in relation to expected results.
  • Managing and sharing knowledge:
  • Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
  • Accountability:
  • Accepts personal responsibility for quality and timeliness of work.
  • Operates in compliance with organizational regulations and rules.
  • Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.
  • Communication:
  • Presents information using language and sequence of ideas that is easy for recipients to understand.

 

Other:

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, accreditation, any residency or visa requirements, and security clearances.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

Please be advised that this is a local position and as such only applications from candidates with a valid residence / working permit residing in Türkiye will be considered.

 

How to Apply:

Interested candidates are requested to submit their application including the most recent CV with a cover letter in English with contact details (name, position, phone and e-mail details) of three references by indicating name of the position applied with its VN number in the subject line of the e-mail to iomtrjobs@iom.int or to IOM Birlik Mahallesi Sehit Kurbani Akboga Sok. No:24 06610, Çankaya, Ankara Türkiye by the end of 17 October 2022.

Please note that only shortlisted candidates will be contacted.

IOM

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.
With 165 member states, a further 8 states holding observer status and offices in over 100 countries, 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 works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people.
The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.
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