Finance & Administrative Assistant

Vacancy Announcement VA19P059V01 Administrative&Finance Assistant th

PostingDate: 17 May 2019

DeadlineforApplications: 31 May2019

DutyStation: Tunis, Tunisia

ProposedStart Date: 15 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 & Finance Assistant supports the management of administrative and financial activitiesandtheprovisionofsharedservicesintheICMPDTunisOffice.

Working under the direct supervision of the Administrative Officerand collaboratively with project staff s/he implements administrative and financial processes according to ICMPD rules and procedures.

Initiating processes in the SAP, the Administrative&Finance Assistant inputs dataand controls the qualityofthesupportingdocuments.S/heassistsinimplementingoperationscontrolsinICMPD´skey business processes in procurement, travel, recruitment of project staff and experts and payments withinthecountryoffice.

The Administrative&Finance Assistant compiles dataand prepares accurate and timely reports for financial and administrative activities. S/he deals with utmost care with payments in cash and from bankaccountandtheVATreimbursementprocessensuringcorrectnessofsupportingdocumentation. Tasks and Responsibilities:

1. ImplementationofICMPDRegulativeFramework,Guidelines,SystemsandOperationalStrategies: Implement full compliance of all administrative activities with ICMPDrules, procedures and businessprocesses;

mplement systematic and diligent review and control of supporting documents prior to initiatingofSAPprocessandpayments;

Monitor and report if project teams are acting in line with ICMPD´s rules, processes and procedures.Givehands-onassistancetoprojectstaff;

Assist in organisation and maintenance of financialand administrativedocuments according to ICMPD´s documentsmanagementsystem.

12. Supportto AdministrativeProcessesandControls:

ChecksupportingdocumentsforcorrectnessandcompliancewithICMPDrules; Upon request upload documents to SAP and initiate SAP processes (travel, procurement, recruitmentofprojectpersonnelandexperts);

Draft routine correspondence;

Assist in administration of experts. Organise recruitment process, collect time sheets and processpaymentclaimsofexperts.

3. Supportto PaymentsandFinancialReporting:

Monitorpettycash balanceand suggestwhenreplenishmentisneeded;

Act as replacementinexecutionofpaymentsincashandfrombank;

Assistandprepareuponrequestmonthlyfinancialreports;

AssistwithpreparationofVATreimbursementreports/requestsandsubmitto taxauthorities; MaintainfinancialfilesandrecordsaccordingtoICMPDprocedure;

Assistincompilation of documentation in support of project audits. 4. Supportto ImplementationofSharedServicesandInfrastructure:

As assigned by the Administrative Officer, assist in implementation of activities forshared services,infrastructureandassets;

Assistinimplementationofactivitiesrelatedtopremises,residenceandvehiclesecurity; Assistinprocurementandadministrationoftravel(internationalandlocal); Maintainofficesuppliesandinitiateprocurement/replacement;

Maintainand updatetheofficeplanandorganisefunctioningworkplacesforstaff; Maintainup-to-datephysicalinventoryofsharedandprojectassets.

Key Results:

TimelyandaccuratesupporttoimplementationofICMPDbusinessprocessesinprocurement, recruitmentofprojectstaffandexpertsinadherencetoICMPDrulesandproceduresprovided; Consistentandtimelyprocesscontrolsandsystematicdocumentationcontrolscarried outin initiatingandimplementingadministrativeprocessesandpaymentsinSAP;

PaymentsandfinancialreportingconductedtimelyandaccuratelyinaccordancewithICMPD financialregulations;

Accuratemaintenanceofadministrativeandfinancial documentation;

Timelyassistanceprovidedtoimplementationofsharedservicesandinfrastructure. Incumbent Profile:

Minimumof4 yearsofexperienceinoperationsandprojectmanagementatlocalor internationallevelininternationalorganisationsorNGOs.

Experienceinfinancialmanagement.

PracticalexperienceinusingERP-systems,preferablySAP,required.

Solidorganisationalandcoordinationskills.

Attentiontodetailandaccuracy.

CorporateQualifications:

Experienceininternational organisations.

Proficiencyin(verbal/written)English,FrenchandArabic;

Bachelor’sdegreerelatedtotheareaof work.

2Compensation:

ICMPD offers an attractive compensation package. This position is classified at LS2 Grade, with an annualnet-basesalarystartingat TND29,436. AdditionalbenefitsincludeparticipationintheICMPD Provident Fund, Health and Accident Insurance, six weeks’ annual leave and, where applicable, dependent’sandmobilityallowances.

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