Administrative and Finance Assistant (Treasury, Reporting, Accounting)
Mission and objectives
IOM works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people. The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. In 1991 Hungary became a member state of IOM, and the following year the organization established its office in Budapest. Since the signature of the agreement between IOM and the Government of Hungary (7 April 1992), the IOM Mission has enjoyed diplomatic status. Since then IOM has managed numerous projects in the fields of counter-trafficking, migration and health, labour migration and integration, assisted voluntary return and assistance to migrants in transit, and ran several public information campaigns on migration issues in Hungary and participated in various research activities. The IOM office in Hungary continues to be actively involved in building the Government of Hungary's capacity to manage migration issues through training, and organizing regional and international exchange programmes, conferences and research projects. IOM Budapest has also established partnerships with a number of relevant non-governmental organizations that assist migrants and victims of trafficking in Hungary. From November 2000 to July 2011, IOM Budapest functioned as a “Mission with Regional Functions” (MRF). First providing direct support, supervision, and assistance to IOM’s missions in the Central European region, the regional functions of the office in Budapest were then expanded to include IOM missions in South-Eastern Europe. MRF Budapest therefore not only ensured the effective sharing of core resources and expertise between the Field Offices under its responsibility but also a consistent approach in important areas such as project development and the application of administrative and operational policies and procedures throughout the Organization. Since 2011, IOM Budapest has been the Country Mission for Hungary. The successful candidate 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.
Within the delegated authority and under the supervision of Resource Management Officer or his/her designated mandated representative(s), the UNV Administrative and Finance Assistants will: • Assist in managing financial resources by monitoring and controlling assets, reserves, funds, supplies, etc. in accordance with IOM rules and regulations; • Assist in preparing annual budget submission and revisions including estimating staff cost as well as rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses, to include in the budget; • Extract and input data from various sources in financial or accounting systems; • Assist providing guidance in accounting, budget and financial related issues; • Assist in the preparation of the payroll by executing validity checks on monthly payroll results; • Reviews all types of payments starting from purchases to payment requests verifying that they are duly authorized and all the supporting documents are attached therewith; • Create new Vendor Accounts in PRISM; • Verify vendor claims for accuracy and conformance with IOM finance policies and instructions; • Perform claim verifications against documentation to ensure that purchases/services are properly authorized and that the goods have been received or services rendered; • Assist in the preparation of budget, accounting, financial, statistical reports and other reports as required; • Provide assistance to all staff services such as travel, expense claims, document retrieval, etc.; • Ensure proper and systematic completion of all posted payments and other accounting documents according to the established standards; • Provide assis tance in the management of the Petty Cash of the office; and, • Perform other related duties as required. Results/expected outputs: • As an active IOM Hungary team member, efficient, timely, responsive, client-friendly and high-quality support rendered to IOM Hungary and its beneficiaries in the accomplishment of her/his functions, including: o Assistance provided in the financial review and booking of invoices; o No. of regular administrative reports and posted payments; o Prepared documentation for audits and statistics; o Prepared standard project budgets for project proposals. • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.