ICMPD Job Vacancy For Administration & Finance Assistant

The International Centre for Migration Policy Development (ICMPD) is an international organisation tasked with promoting innovative, comprehensive and sustainable migration policies. With 17 Member States and over 60 projects active throughout Europe, Africa, Asia and Latin America, ICMPD is a growing and ever-more relevant presence in its field. The organisation’s greatest assets are its 200+ staff members, who personify its values of commitment,integrity, partnership, respect,and innovation in actions and decisions. Job Description:

The Administrative & Finance Assistant supports the management of administrative and financial activities and the provision of services in the ICMPD ProjectOffice. Working under the direct supervision of the Resources Management Officer and collaboratively with project staff demonstrating a strong client- and results-orientation, the Administrative & Finance Assistant carries out tasks for provision of office services as well as management of assets and infrastructure to the ICMPD projects in the country. S/he implements administrative and financial processes according to ICMPD rules and procedures.

Initiating processes in the SAP, the Administrative & Finance Assistant inputs data and controls the quality of the supporting documents. S/he assists in implementing operations controls in ICMPD´s key business processes in procurement, travel, recruitment of project staff and experts and payments within the ICMPD Office.

The Administrative & Finance Assist compiles data and prepares accurate and timely reports for financial and administrative activities. S/he deals with utmost care with payments in cash and from bank account and the VAT reimbursement process ensuring correctness of supporting documentation.

Tasks and Responsibilities:

1. Support to Implementation of ICMPD Regulative Framework, Guidelines and Systems in the Project Office:

Implement full compliance of all administrative activities with ICMPD rules, procedures and business processes.

1 Implement systematic and diligent review and control of supporting documents prior to initiating of SAP process and payments.

Monitor and report if project teams are acting in line with ICMPD´s rules, processes and procedures. Give hands-on assistanceto project staff.

Assist in organisation and maintenance of financial and administrative documents according to ICMPD´s documents managementsystem.

2. Support to Administrative Processes andControls:

Check supporting documents for correctness and compliancewith ICMPD rules. Upon request upload documents to SAP and initiate SAP process (in travel, procurement, recruitmentof project personnel and experts).

Draft routine correspondence.

Assists in administration of experts. Organise recruitment process, collect time sheets and process paymentclaims of experts.

3. Support to Payments and Financial Reporting:

Monitor petty cashbalance and suggestwhen replenishment is needed. Act as replacement in execution of payments in cashand from bank. Assistand prepare upon request monthly financial reports.

Assist in preparation of VAT reimbursement reports/requests and submit to National authorities.

4. Support to Implementation of OfficeServices and Infrastructure:

Assistin implementation of activities related to premises,residence and vehicle security. Assist international staff members with issues related to local administrative procedures and housing.

Maintain office supplies and initiate procurement/replacement.

Maintain and update the office plan and organise functioning workplaces for staff. Main up-to-date physical inventory of project assets.

Undertake physical count of assets in accordancewith ICMPD rules.

Key Results:

• Timely and accurate support to implementation of ICMPD business processes in procurement, recruitment of project staff and experts in adherence to ICMPD rules and procedures provided.
• Systematic documentation controls carried out in initiating and implementing administrative processes andpayments in SAP.
• Payments and financial reporting conducted timely and accurately in accordance with ICMPD financial regulations.
• Accurate maintenance of administrative and financial documentation. Timely assistanceprovided to implementation of office services and infrastructure. Incumbent Profile:
• Minimum of 4 years of experience in operations and project management at local or international level in international organisations or NGOs.
• Experience in financial management.
• Experience in accounting and financial reports preparation.
• Practicalexperience in using ERP-systems,preferablySAP, required. Solid organisational and coordination skills.
• Attention to detail and accuracy.

Corporate Qualifications:

• Experience in international organisations.
• Proficiency in (verbal/written) English, proficiency in the language of the country of operation.
• Bachelor’s degree in Finance, Accounting, Business Administration or other relevant field