Job Description

Under the direct supervision of the Senior Resource Management Associate based in Tokyo, Japan and the overall supervision of the Chief of Mission (CoM), and in cooperation with the Resource Management Unit in the Regional Office for Asia and the Pacific based in Bangkok, Thailand as well as the Administrative Centres in Manila and Panama, the incumbent will assist on managing the finance, procurement, human resources and administrative function of the Mission

1. Provide support to the Resources Management Unit (RMU) in financial, procurement, human resources and other administrative activities;
2. Process and reconcile financial transactions and payments to staff and suppliers in a timely manner, maintain financial records using the IOM Enterprise Resource Planning (ERP) System in line with IOM financial regulations;
3. Assist in the monitoring of budget versus actual financials for the operational activities of the Country Office;
4. Review validity checks on monthly payroll projectization results of the Country Office;
5. Review the imprest accounts and guarantee the safe custody of all available cash;
6. Assist in the preparation of the Country Office monthly accounts closure in compliance with the accounts closure checklist;
7. Assist in the preparation of budgets and accounting, financial, statistical and donor reports complying with relevant donor requirements;
8. Maintain a filing system and ensure that all RMU documents and paid vouchers are properly filed and updated in the order in which they are entered in WAVE;
9. Review that all Travel Authorizations are duly completed before staff are authorized to travel and validate that all TAs and expense claims are duly completed and all supporting documents are attached prior to dispatch for computation and reimbursement;
10. Provide general guidance on accounting, financial policies and procedures to the Country Office Units as required;
11. Ensure that office asset inventory is in line with IOM Assets Inventory Policy and maintain updated asset inventory report;
12. Assist in implementing procurement activities including obtaining quotations, preparing evaluations and recommendations, issuing Purchase Requisitions (PR) Purchase Orders (PO) or Service Agreements (SA) and delivery of goods/services in accordance to IOM procurement guidelines; and,
13. Perform other duties as may be assigned.

    EDUCATION

    • University degree in Accounting, Commerce, Business Administration with three years of relevant professional experience; or
    • High school diploma with five years of relevant professional experience
    • Professional certification as Chartered Accountant (CA) or Certified Public Accountant (CPA), Chartered Institute of Management Accountants (CIMA), or Association of Chartered Certified Accountants (ACCA) is an advantage.

      EXPERIENCE

      • Experience in financial administration including financial management and budgeting;
      • Experience in human resources, procurement and logistics;
      • Experience using an Enterprise Resource Planning system; and,
      • Experience working in an international organisation an advantage.

        SKILLS

        • High level of computer literacy;
        • Ability to work with national and international institutions;
        • Ability to prepare clear and concise report;
        • Demonstrated ability to and exercise sound judgment;
        • Knowledge of International Public Sector Accounting Standards (IPSAS) an advantage; and,
        • Knowledge of Oracle highly desirable.

          Languages
          IOM’s official languages are English, French, and Spanish.

          REQUIRED
          For this position, fluency in English and Japanese are required (oral and written).

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