Administrative Junior Assistant

Organizational Context

The Jesuit Refugee Service (JRS) is ministry of the Society of Jesus, incorporated as an international non-governmental organisation with a mission to accompany, serve, and advocate for the rights of refugees and forcibly displaced people. The organisation was founded in November 1980 and now has a presence in over 56 countries. JRS undertakes services at national and regional levels with the support and guidance of an international office (IO) in Rome. The style of JRS service is human and spiritual, working in situations of greatest need, seeking the long-term well-being of refugees and displaced people while not neglecting their immediate or urgent needs.

The main services provided are in the field of education, reconciliation, livelihood activities and psychosocial support. Currently, more than 677,000 individuals are direct beneficiaries of JRS projects.

Key Responsibilities

The Administrative Junior Assistant will be responsible for providing administrative and executive assistance to manage financial transactions, from fixed payments and variable expenses to bank deposits and budgets. Accountant responsibilities include bookkeeping, checking financial documents and procedures, reconciling cash books and bank statements. He/she will provide comprehensive support to assure the respect of JRS IO financial policy and procedure for purchases, procurements, and travel. 

Under the supervisor of the Finance and Logistics Associate the Administrative Junior Assistant will perform the following tasks:

Administrative Support

o Organize, maintain and update all accounting and financial documents and records utilizing software applications according to JRS policies and procedures

o Prepare draft documents for audits and various financial report

o Maintain, check and update all account information (including cash and bank movements) in the accounting system, ensuring balances are checked

o Check accuracy of financial and accounting documents and reconcile financial discrepancies

o Prepare payments by verifying documentations, purchase requests and requesting disbursements

Logistics

o Maintain and update the fixed asset register, in collaboration with relevant colleagues

o Monitor the availability of stationery, food supplies and medical supplies and request replenishment when required

o Assist with the travel tool and related invoice reconciliation

o Provide administrative and logistical support and participate in meetings and workshops organized by JRS, International Office

o Perform any other duties as requested by the supervisor

Qualification and Competencies

o Secondary school education 

o Less than 1 (one) year of similar position

o Knowledge and / or experience with accounting and financial topics

o Good knowledge of Microsoft Office, particularly Word, Excel, and Access

o Excellent written and spoken English

o Good interpersonal skills and the ability to work in a multi-cultural, international, professional environment

Desirable

o University degree in a relevant field

o Working knowledge of other languages (French, Spanish, Italian)

Core values and ethics

o Good understanding of and compatibility with the values of JRS

o Commitment to JRS’s mission, vision and values; ability to convey with enthusiasm JRS’s role in accompanying and serving forcibly displaced people and to advocate for their right to protection and a life in dignity

o High integrity, honesty and confidentiality; ability to deal tactfully and discreetly with people, situations and information

o Acceptance of diversity and inclusion as a core value

o Willingness to work in stressful, sub-optimal and multi-cultural environments

Terms and Conditions 

Please note that this position is only open to candidates who possess EU citizenship or other legal authorization to work in the European Union.

Contract is for one year, renewable with an initial probationary period of 3 months. The JRS remuneration policy is aligned with the JRS ethos to offer effective and professional services and at the same time express solidarity with the people served. Benefits and compensation package will be discussed with short-listed candidates. The salary range starts from Euro 20,000 per annum.

How to apply

All applicants are requested to submit the following documents through JRS Careers web page by clicking the link below, no later than 16 January 2020:

1. A cover letter describing the candidate’s desire and motivation to work for JRS and how her/his qualifications and experience are a good fit for this position

2. Curriculum Vitae (CV) in English, including three (3) professional references with contact information, phone and email address.

Consideration of candidates and interviews will begin immediately and continue until the position is filled. Only shortlisted candidates will be contacted.

Thank you for your interest in joining JRS