Finance Assistant
Organizational Context
The International Organization for Migration (IOM), a UN-related agency, leads in migration, promoting humane and orderly movement. It works with partners to save lives, protect people, and facilitate regular migration. The Finance Assistant role, based in San Jose, Costa Rica, reports to the Chief of Mission and Senior Finance Associate, managing resources management functions in collaboration with HQ and Administrative Centres.
Job Purpose
The Finance Assistant plays a crucial role in supporting the financial operations of the IOM Office in San Jose, Costa Rica. This position is responsible for ensuring the efficient and compliant management of financial resources, contributing significantly to the overall integrity and transparency of the organization's financial processes. The role involves executing a wide array of accounting and financial tasks, encompassing data entry, meticulous payment verification, payroll assistance, and the preparation of essential financial reports. By diligently handling daily financial transactions, maintaining accurate records, and adhering to established procedures, the Finance Assistant directly supports the mission's operational effectiveness and its adherence to IOM's financial policies and international accounting standards. This vital contribution ensures accountability and sound financial stewardship, enabling the organization to effectively manage its budget, support staff services, and ultimately deliver on its humanitarian and migration-related mandate with financial robustness and transparency.
Responsibilities
The Finance Assistant is responsible for a comprehensive range of financial and accounting duties, ensuring the integrity and efficiency of financial operations. Key responsibilities include meticulous management of financial data, involving the extraction and accurate input of information into financial or accounting systems, and promptly responding to internal accounting, budget, or financial queries from staff. The role involves significant payment processing, which encompasses reviewing and verifying all types of payment requests to ensure they are duly authorized and supported by complete documentation. This includes creating and verifying new vendor accounts in WAVE, and performing thorough claim verifications to confirm that purchases and services are properly authorized and delivered. The assistant will also prepare necessary receipt and journal vouchers. Furthermore, the position provides crucial support in payroll preparation through executing validity checks on monthly results and assists in generating various budget, accounting, financial, and statistical reports as required. Administrative support for staff services, such as travel and expense claims, is also a component. The Finance Assistant will ensure proper and systematic filing of all posted payments and other accounting documents according to established standards and will be responsible for managing the office's petty cash.
Work Experience
Required experience includes proficiency in Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook. Previous experience with Oracle systems is a distinct advantage. Additionally, prior work experience within international humanitarian organizations, non-government, or government institutions in a multi-cultural setting is highly desirable.
Skills
Knowledge of financial rules, regulations, procedures, and internal controls (accounting, payments, payroll, petty cash, reporting). Proficiency in International Public Sector Accounting Standards (IPSAS) and their application. Strong analytical and numerical skills for data extraction, verification, and reconciliation. Ability to review payment requests, vendor documentation, and claims for accuracy and compliance. Excellent organizational skills for systematic filing and audit-ready records. Attention to detail, discretion, client orientation, and integrity with confidential financial information. Ability to work effectively in a multicultural environment and provide timely finance support.