Administrative and Finance Assistant-Re-Advertised

ULUSLARARASI GÖÇ ÖRGÜTÜ

Vacancy Notice Number: VN#TR/2022/326

Position Title: Administrative and Finance Assistant-re-advertised

Duty Station: Istanbul – Türkiye

Classification: One Year Fixed Term (G4) – with possible extension

Deadline of Applications: 10 January 2023

Number of People to be hired: 1

Eligibility: Internal & External Candidates

General Functions:

Under the overall supervision of the Chief of Mission and the Head of Sub Office in Istanbul, Turkey, and under the direct supervision of National Admin and Finance Officer, and in close coordination with the Senior Operations Officer and the Chief Medical Officer, the incumbent will be responsible for the following functions:

Major Duties and Responsibilities:

1. Obtain eligible lists from Movement Operations and the Migrant Health Department (MHD) to coordinate the hotel reservations and logistical help for beneficiaries of various programs.
2. Receive invoices and match them against the approve instruments of commitment such as contracts. 
3. Prepare payment requests ensuring all the necessary documentation is included before submission to Finance Unit for signature and further submission to IOM Ankara Finance Department for payment.
4. Monitoring the return of documents sent various Program Managers for approval and follow up for any pending confirmation documents related to the payment process.
5. Coordinate with the various programs to ensure that budgets are correctly charged on a timely basis
6. Maintain positive communications with hotels to ensure timely submission of invoices and payment; coordinate with the Pre-Departure Orientation department to ensure smooth operations amongst all stakeholders.
7. Provide unofficial translation and interpretation services if required;
8. Assist in photocopying of materials as necessary;
9. Carry out day to day office administrative requirements including dealing with  incoming and outgoing post, office stationary replenishment
10. Maintaining administration related files that falls into the domain of the position while prioritizing the confidentiality and safety of the documents.
11. Act as the back-up receptionist primarily responsible of answering the telephone, screen and refer calls, take messages as appropriate; fill out appropriate forms in response to callers' requests for specific information and forward to relevant departments for action;
12. Co-ordinate hotel reservations if required for the international /local staff.
13. Any other related duties that might be assigned

Required Qualifications:

Education

• Bachelor’s degree in finance, business administration, or any other related fields with minimum two years of professional experience or
• High school degree with minimum four years of relevant professional experience

Experience:

• Familiarity with the accepted clerical practices involved in greeting and providing assistance to visitors as well as other receptionist/data entry duties is advantageous;
• Experience in customer service, reception duties and office procedures would be an added advantage.
• Ability to maintain statistics and financial reports.
• Proven analytical, interpersonal and organizational skills
• Mature individual able to be punctual at all times, who pays attention to details and who submits timely documents/reports as required.
• Good computers skills, especially in Excel, Internet and e-mail.

Languages:

• Fluency in English and Turkish is required.