IOM - project Assistant I

IOM is looking for Project Assistant I according to the terms of reference below. Interested applicants are invited to apply by submitting their application to hrbandaaceh@ iom.int not later than 18 July 2008 indicating the reference code below and job title. All candidates are requested to specify their availability date in the application form. Please note that only short-listed candidates will be contacted.

Reference Code : SVN/IDI/2008/ 083
Job Title : Project Assistant I
Duty Station : Kutacane, Aceh Tengarra, NAD, Indonesia
Classification : Employee, Grade 4/1
Estimate Starting Date : soon as possible

Under the guidance and supervision of the Project Manager, Support for Conflict-Affected Communities Project (SCACP) and the overall supervision of the Program Manager, Post Conflict & Reintegration Program in Banda Aceh, the incumbent will provide program support duties to the SCACP (as well as ICRS), in particular, s/he will:

1. Provide technical assistance in management & administration of the SCACP/ ICRS project in a regional office, including as follows:
a. Work closely with the Project Manager and other team members by making meaningful contributions in team planning, implementation, auditing Monitoring & Evaluation;
b. Contribute assistance to achieve the SCACP/ ICRS team’s project outputs based on the project logical framework and other governing documentation;
c. Attend meetings with regard to the SCACP/ ICRS project, as requested by the Project Manager.

2. Coordinate and undertake monitoring and evaluation of local partners/ grantees, especially in regard to LP implementation of community facilitation; material distribution; and other programmatic/ operational costs, based on the IOM-approved, partner-submitted budget and contract agreement;
3. Assist and instruct local partners/ grantees in the submission of interim and final project reports (particularly financial and operations reports, as required) to IOM;
4. Install operational procedures in local partner/ grantee offices/ projects that adhere to IOM rules and regulations specific to administrative, financial, logistical, and procurement- related activities; conduct trainings for local partners and ensure/ monitor adherence to said procedures, especially in relation to procurement;
5. Field Verification on a regular basis of all local partner/ grantee activities: analyze and report upon the possible deficit between activities reported as undertaken by local partners/ grantees and activities actually undertaken by LPs after the submission of LP financial reports and prior to the release of tranche payments to said partners.
6. Verify and, if necessary, ensure that local partners justify, material/ equipment costs that differ from average market values;
7. Ensure that local partners/ grantees create and maintain asset lists for all assets and inventory purchased with IOM funds;
8. Regular monitoring of local partner/ grantee bank account activity including the addition or elimination of IOM-authorized signatories and transfer to and from official local partner accounts and personal accounts;
9. Verify partner adherence to duties and tasks as outlined in local partner/ grantee contracts, LTOs, scopes of work, etc.
10. Periodically review the operational and administrative activities of the project and provide recommendations to streamline IOM and local partner/ grantee procedures with a view to increasing effectiveness and efficiency;
11. AUDITS: In close coordination with Field Coordinator and other team members, conduct spot audits, and if necessary, comprehensive operational, programmatic, and other audits of local partners/grantees;
12. Regular reporting to the Project Manager, Field Coordinator, and Admin/ Finance Assistant on issues, finding and other information requiring his/her attention. Alert the Project Manager, Field Coordinator, and Admin/ Finance Assistant to any and all programmatic and operational irregularities revealed through the course of the incumbents work;
13. Analyze advise upon, and if necessary, edit/ correct submitted local partner/ grantee proposals and budgets in order to streamline budgets and proposed activities;
14. Conduct regular, weekly meetings with local partners/ grantees to identify, discuss and resolve bottlenecks, challenges, and successes in operation;
15. Extract, interpret, analyse and process local partner/ grantee financial data in relation to operations and program expenditures and disbursements in close coordination with the SCACP project team, which includes preparing budgets, reviewing budget proposals from local partners, performing bid analysis, and general financial tracking;
16. Create and maintain a local partner grant expenditure database;
17. Ensure that IOM Field Office hard copy and electronic information systems relevant to LPs are updated, particularly the important notes of all key auditing and M&E activities. Draft and attend to local partner/ grantee-related correspondence;
18. Other LP-related administrative duties as requested by the Admin-Finance Assistant. Close coordination and collaboration with the admin/ finance assistant, including relevant information sharing and assistance to the admin/ finance assistant in the performance of his/ her duties;
19. Liaise with police and authorities as directed by the Project Manager and Program Coordinator;
20. Any other duties as assigned by the Project Manager, Field Coordinator, Program Coordinator.

Desirable Qualifications:
Hold S1 degree or diploma, preferably in social sciences plus a combination of other supplemental academic qualifications or training in office administration, accounting, finance or related fields. Three year’s experience in a related field required. Knowledge, skills and ability to extract, interpret, analyse and process financial data. Understanding and experience in Audit, monitoring and evaluation of physical input distributions, participatory programming and community facilitation. Must be able to work independently, and show leadership and initiative in a team environment. Strong organizational skills, ability to establish priorities and plans, maximization of time efficiency, and ability to mutitask under extreme pressure and tight, and often unanticipated, deadlines. A high level of proficiency in MSWord, MS Excel, and other Microsift Office/ other applications. flexibility and willingness to work in rapidly changing conditions is necessary,
civil society organization experience highly desirable. Experience in Aceh Tengah, Bener Meriah, Gayo Lues, and/or Aceh Tenggara an asset.

Languages:
Vocational fluency in English and Bahasa Indonesia and strong documentation and writing skills in English is required. Knowledge of local languages (Bahasa Gayo, Batak etc) is desired.

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