Administrative & Finance Assistant (2 positions)

1. Support to Implementation of ICMPD Regulative Framework, Guidelines and Systems in the Project Office:

 Implement full compliance of all administrative activities with ICMPD rules, procedures and business processes; 

 Implement systematic and diligent review and control of supporting documents prior to initiating of SAP process and payments;

 Monitor and report if project teams are acting in line with ICMPD´s rules, processes and procedures. Give hands-on assistance to project staff;

 Assist in organisation and maintenance of financial and administrative documents according to ICMPD´s documents management system.

2. Support to Administrative Processes and Controls:

 Check supporting documents for correctness and compliance with ICMPD rules;

 Upon request upload documents to SAP and initiate SAP process (in travel, procurement, recruitment of project personnel and experts);

 Draft routine correspondence;

 Assists in administration of experts. Organise recruitment process, collect time sheets and process payment claims of experts. 

3. Support to Payments and Financial Reporting:

 Monitor petty cash balance and suggest when replenishment is needed;

 Act as replacement in execution of payments in cash and from bank;

 Assist and prepare upon request monthly financial reports;

 Assist in preparation of VAT reimbursement reports/requests and submit to Ministry of Finance;

 Maintain financial files and records according to ICMPD procedure;

 Assist in compilation of documentation in support of project audits.

4. Support to Implementation of Shared Services and Infrastructure:

 As assigned by the Administrative and Finance Officer, assist in implementation of activities for shared services, infrastructure and assets;

 Assist in implementation of activities related to premises, residence and vehicle security;

 Assist international staff members with issues related to local administrative procedures and housing;

 Assist in procurement and administration of travel (international and local);

 Maintain office supplies and initiate procurement/replacement;

 Maintain and update the office plan and organise functioning workplaces for staff;

 Main up-to-date physical inventory of shared and project assets;

 Undertake physical count of assets in accordance with ICMPD rules.

Key Results:

 Timely and accurate support to implementation of ICMPD business processes in procurement, recruitment of project staff and experts in adherence to ICMPD rules and procedures provided;

 Systematic documentation controls carried out in initiating and implementing administrative processes and payments in SAP;

 Payments and financial reporting conducted timely and accurately in accordance with ICMPD financial regulations;

 Accurate maintenance of administrative and financial documentation;

 Timely assistance provided to implementation of shared services and infrastructure.