SVN-2025-25 Finance and Procurement Assistant

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.
  Context
Under the direct supervision of the Resources Management Officer (RMO), the Finance and Procurement Assistant will provide administrative, financial, and procurement support to ensure effective financial management and procurement operations for IOM Hungary. The incumbent will assist with financial transactions, procurement processes, documentation, and compliance in accordance with IOM rules and donor regulations.

1. Financial Administration and Support

• Assist in the processing of financial transactions, ensuring accuracy, completeness, and compliance with financial regulations.
• Support the preparation of monthly financial reports, reconciliations, and expense tracking.
• Assist in monitoring budgets and expenditures, ensuring timely disbursement of funds.
• Maintain accurate financial records, including filing and archiving of supporting documents.
• Assist in the preparation of payroll documentation and staff payment processing.

2. Procurement and Supply Chain Support

• Assist in procurement planning and vendor management, ensuring compliance with procurement procedures.
• Support the preparation and processing of purchase requisitions, requests for quotations (RFQs), bid evaluations, and purchase orders (POs).
• Maintain and update the procurement database, tracking deliveries and contract compliance.
• Ensure proper documentation and filing of procurement transactions for audit readiness.
• Assist in coordinating with suppliers and service providers to ensure timely delivery of goods and services.

3. Compliance and Risk Management

• Assist in verifying financial and procurement documentation, ensuring adherence to donor requirements.
• Support internal audits and financial monitoring, ensuring internal controls are properly maintained.
• Ensure that all procurement and financial processes comply with IOM and donor regulations.

4. Administrative and Logistics Support

• Provide general administrative support, including handling correspondence and maintaining financial records.
• Assist in organizing logistics for procurement-related meetings, evaluations, and contract negotiations.
• Support the coordination of travel and accommodation arrangements for staff and consultants.

5. Other Duties

• Provide support in training staff on financial and procurement procedures.
• Undertake duty travel as required to support financial and procurement activities.
• Perform other related duties as assigned.

Education

• University degree in Finance, Accounting, Business Administration, Economics, or a related field from an accredited academic institution with 1 year of relevant professional experience; or
• High school diploma with 3 years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience

• Experience in financial administration, accounting, or procurement.
• Familiarity with financial regulations, audit processes, and procurement policies.
• Experience working in international organizations, NGOs, or donor-funded projects is an asset.
• Knowledge of Oracle, financial management software, and procurement tracking tools is desirable.
• Previous experience in handling multiple financial and procurement tasks under tight deadlines.

Skills

• Strong analytical and numerical skills with attention to detail.
• Ability to work with large financial datasets and maintain accuracy.
• Strong communication and interpersonal skills for liaising with vendors and internal stakeholders.
• Proficiency in MS Office applications (Excel, Word, PowerPoint, Outlook).
• Ability to work independently and in a team environment.

Languages

• For this position, fluency in English and Hungarian is required (oral and written). 

IOM’s official languages are English, French and Spanish. Proficiency of language(s) required will be specifi