IOM Slovakia: Financial and Administrative Assistant

• Procurement of office supplies, goods and services (including communication with suppliers) in line with projects needs and mission's needs according to IOM rules and in line with donor requirements.
• Invoices registration and verification of deliveries against purchase orders in SAP. Performs MIGO transaction in SAP.
• Monthly verification of status of open purchase orders and follow up with vendors in case invoices are not received on time or are not correct.
• Asset controlling: Labelling of new assets, issuing of asset assignment forms for staff, maintenance of overview of available, redundant and damaged assets, preparation of asset retirement documents.
• Asset stock taking.
• Assist in drafting and finalizing of Service Agreements with vendors.

• Petty cash custodian for € currency in Bratislava including the petty cash custodian role in PRISM.
• Monthly reconciliation of the bank account in SAP.
• Verification of internal bank transactions before the transfer is approved by bank signatories.
• Housekeeping of vendor balances in SAP.
• Vendor account creation in SAP. Verification of vendor account creation forms – UNSC Sanction List and procurement role.

• Preparation of supporting documentation for quarterly VAT and consumption tax claims.
• Preparation of supporting documentation for financial reports to donors mainly related to air-tickets purchased centrally, including document preparation for audits.
• Maintaining of system for filing and archive system of accounting documents, service agreements, donor agreements and official correspondence with donors.
• Incoming/outgoing mail registration.
• Managing emails in the shared mailbox; tape maintenance of backup server of the mission.
• Delivery of mail and documents to post office and partnering institutions.
• Communication with landlord regarding cleaning, maintenance, security incidents.
• Organizing of external events - e.g. staff retreats.
• Assisting in the area of staff security - headcounts, updating of security documents, acts as PEP kit focal point for the mission.
• Perform other duties assigned by the HoO.

• University degree in Economy or Business Administration with two years of relevant professional experience.

• Two years of experience in procurement and administration;
• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis;
• Experience in the usage of SAP is advantageous.

• Fluency in English and Slovak is required.

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization's priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

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