Administrative & Finance Specialist

Under the direct and the overall supervision of the Head of Office and in close coordination with the Finance, Admin and HR Coordinator, the Administrative and Finance Assistant will be responsible for providing general financial accounting, reporting and administrative support:

1. Assist in ensuring that IOM financial regulations are correctly applied on all financial transactions and that financial transactions are entered into the accounting system PRISM (SAP);

2. Assist in maintaining financial records and monitor systems to record and reconcile local revenues, balances, payments and other data for day-to-day transactions;

3. Check all payment requests and, following authorization, ensure relevant and timely payments to providers and partners, taking into consideration final reporting requirements;

4. Perform spot checks on travel expense claims after process in SAP before payment;

5. Prepare electronic payments on daily basis with the Bank software used by the office and record bank movements in PRISM/SAP on daily basis;

6. Ensure proper and systematic filing of all validated vouchers and other accounting documents according to established standards;

7. Accurately register accounts receivables, perform daily reconciliation of bank records;

8. Maintain contacts with local banks and verifies accounts status, currency exchange and obtaining approval for payment clearance;

9. Prepare and introduce VAT refund requests, follow up on VAT reimbursement, ensure proper coding in PRISM; maintain relations with local authorities in charge of VAT;

10. Assist with the timely preparation of the monthly closure of accounts. Follow-up on accounts clearing and maintenance, ensuring accurate preparation of accounts as per PRISM and Accounting instructions;

11. Assist in monitoring budget versus actual financial data in relation to the implementation of the Office’s operational activities, as assigned. Assist in the preparation of financial reports, collection and preparation of audit documentation for the Mission’s projects as and when required;

12. Provide general support to the Resources Management Team in the absence of other colleagues in the Finance Unit; and;

13. Perform any other related duties as may be required.