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Finance & Administrative Officer

  • Organization: ICMPD - International Centre for Migration Policy Development
  • Location:
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Operations and Administrations
    • Banking and Finance
  • Closing Date: Closed

Vacancy Announcement VA19P060V01 Administrative&FinanceOfficer

PostingDate: 17 May 2019

DeadlineforApplications: 31 May2019

DutyStation: Amman, Jordan st

ProposedStart Date: 1 July2019

Contract Duration: 24 months (withpossibilityforextension) Type of Post: Local

OrganisationalOverview:

The International Centre forMigration Policy Development (ICMPD) is an international organisation tasked with promoting innovative, comprehensive and sustainable migration policies. With 17 MemberStatesand over60 projectsactivethroughoutEurope,Africa,AsiaandLatinAmerica, ICMPD isagrowingandever-morerelevantpresenceinitsfield.Theorganisation’sgreatestassetsareits200+ staffmembers,whopersonifyitsvaluesofcommitment,integrity,partnership,respect,andinnovation inactionsand decisions.

Job Description:

The Administrative and Finance Officeracts as ICMPD´s Office Manager in the Amman Office. S/he carries out a range of tasksin planningand provisionofsharedservicesto the ICMPDprojectsin the countryandisresponsibleforimplementationofcorporaterulesandproceduresintheadministrative and financialmanagementprocesses.S/heisresponsible forthequalityof administrativecontrolsin ICMPD´s keybusinessprocessesinprocurement,travel,recruitmentoflocalprojectstaffand experts and paymentswithinthecountryoffice.

TheAdministrativeandFinanceOfficerplans,coordinatesanddeliverscost-efficientandtimelyshared services in the country office in relation to office premises management and maintenance, logistics, procurement and assets management. S/he organises provision of ICTinfrastructureand services as well as travel and translation services. The Administrative Officerimplements the shared services budgetaccording to establishedbudgetarylimits.S/heisresponsiblefora range of externalcontacts withauthoritiesas relatesto managementofICMPDlocal obligationsandwithbusinessesdisplaying an attitude for integrity and cost-consciousness in dealing with local banks, suppliers and service providers.

The Administrativeand Finance Officeris responsiblefortimely and accurate financial reporting and deals with outmost care with paymentsin cash and from bank account and the VATreimbursement process ensuring correctness of supporting documentation. Under the supervision of the Head of Office and in close collaboration with Senior Security Advisor, s/he implements ICMPD´s security managementproceduresforpremises,vehicleandstaffsecurity.

The AdministrativeandFinanceOfficerworksunderthedirect supervisionoftheRegionalResources ManagementOfficer,inclosecollaborationwiththeHeadof Officeand underfunctionalsupervision 1withCFM, ICTand PMOD. S/hereportsandcoordinatesdailywiththesupervisorandasrequiredwith the HQ units. S/he works collaboratively with project staff and coordinates work planning and administrative activities with the project managers ensuring effective and timely delivery of administrativeandsharedservices.

Tasks and Responsibilities:

1. ImplementationofICMPDRegulativeFramework,Guidelines,SystemsandOperationalStrategies: EnsurefullcomplianceofadministrativeactivitieswithICMPDrules,proceduresandbusiness processes. Provide inputs to business processes and Standard Operating Procedures (SOPs) development;

Ensurethatdocumentsinthe officearefiledandmaintainedaccordingtoICMPD´sdocuments managementsystem.

2. Supportto ProjectAdministrativeProcessesandControls:

Participateinprojectworkplanningandprovideinformation;

SystematicallychecksupportingdocumentsforcorrectnessandcompliancewithICMPDrules; Post vacancy announcements upon clearance of PMOD. Organise local interviews and coordinateprocess;

Coordinateon-boardingofnewstaff;

3. Supportto PaymentsandFinancialReporting:

Monitorlocalbank account forreceivablesandpayments;

Make paymentsincashand frombank accountsand controlsupportingdocuments accordingto ICMPDfinancialrules;

Prepareandcompilemonthlyfinancialreports;

Preparecashflowforecasts,plansdisbursementsandfundsreplenishment;

CompiledocumentsforVATreimbursementpurposes,ifapplicable;.

4. ManagementofSharedServicesandInfrastructure:

Formulate the shared services budget for the office. Monitor expenditures ensuring that budgetlimitsareadheredto;

Manage all local administration and liaisewith localauthorities in issues relatedto the local officeandstaffemployed;

Identify and select local providers for IT and communications services, maintenance and support. Organise and procure IT and communications equipment for use of local and internationalstaff.LiaisewithserviceproviderstoensurequalityICTservices.Monitoruseof ICMPDequipment;

Implement safety and security measures for office premises and vehicle security. Assist in implementationofstaffandresidencesecuritymeasures;

Monitorphysicalinventoryofsharedassetsandprojectsassets.

Key Results:

ICMPDbusinessprocessesinitiatedandimplementedinprocurement,recruitmentof project staffand expertsinadherencetoICMPDrulesandprocedures;

Consistent and systematicprocess and documentation controls carried out in initiating and implementingadministrativeprocessesandpaymentsinSAP;

Sharedservicesplannedanddeliveredinacost-efficientandclient-orientedmanneraccording to ICMPDprocedures;

Local officepremisesmanagedefficiently;

2 Paymentsandfinancialreportingconductedtimelyandaccurately;

ICMPD’slocalemployerobligationsorganisedandfollowedupwithauthorities; Logisticssupporttoprojectsimplementedinatimelyandcost-effectivemanner; OfficeICTand HRarrangementsmanagedtimelyandeffectively;

Living and working arrangements for international staff facilitated by support to visa and housingarrangements;

ICMPD´s security system and procedures implementedrigorously and security information escalatedpromptly.

Incumbent Profile:

Minimumof3 yearsofposition-specificexperienceinoperationsandprojectmanagementat locallevelininternationalorganisationsorNGOs;

ExperienceinfinancialmanagementandERP-systemsrequired;

Experienceinofficemanagementrequired;

Solidanalytical,draftingandorganisationalskills.

CorporateQualifications:

Experienceininternationalorganisations;

Proficiencyin(verbal/written)EnglishandArabic;

Master´s degreeinbusinessadministrationMaster´sdegreerelatedtotheareaofwork. Compensation:

ICMPD offers a monthly gross salary to be calculated based on qualifications and experience. AdditionalbenefitsincludeHealthandAccidentInsuranceandsixweeks’annualleave. Application Procedure:

Interested candidatesare requested to submit theirapplication in English throughthe ICMPDonline

recruitmentsystemathttp://www.icmpd.org/work-for-us/current-vacanciesbymidnight(CET)ofthe closing date specified above. Forthis purpose, candidates will first need to registerwith the ICMPD website.Oncetherelevantdatahasbeenentered,candidateswillbeabletoapplyforvacancies. Pleasenotethatinthecourseoftheonlineapplication,themotivationletterandpersonalCVmustbe uploaded in the EuropeAid format in English. The template is available for download at http://www.icmpd.org/work-for-us/.

Allapplicantsareencouragedtoapplyassoonas possibleafterthevacancyhasbeenpostedandwell before the deadline stated above. Applications received afterthe published deadline, and offline applicationssubmittedviaemail,faxorpost,willnotbeconsidered.

Due to the high volume of applications, only short-listed candidateswill be contacted and applicants are expectedtobeavailableforapersonal/telephoneinterview.

In theeventofatechnicalissuewithyourapplication,pleaseemailrecruitment@icmpd.org. GeneralInformation:

ICMPDretainsthediscretiontore-advertisethevacancyorto canceltherecruitment. 3

This vacancy is now closed.
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