Administrative and finance assistant / Maternity cover

Context:

Established in 1951, the International Organization for Migration (IOM) is the leading UN agency in the field of migration and works closely with governmental, intergovernmental, and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services to migrants and advice to governments, including in the development of coherent and rights-based migration policies and mainstreaming migration into the development agenda.

Under the overall supervision of the Regional Director (RD) in Dakar; and the direct supervision of the Regional Finance and Budget Officer for West and Central Africa (WCA), the successful candidate will assist in in the Performance of day to day financial and administrative task within the IOM WCA Region Office.

Responsibilities and accountabilities :

1. Provide overall support to the Resources Management Unit and the RRMO in the Performance of day to day financial and administrative work.

2. Support the review all types of payments starting from purchase to payment requests verifying that they are duly authorized, and all the supporting documents are attached therewith;

3. Provide support to the data entry of accounting data properly in ERP, in accordance with IOM financial rules and practices, and maintain accurate records of financial transactions including copies of all vouchers and supporting documentations.

4. Support the Monitoring, processing and reconciliation of financial transactions and payments to staff and suppliers in a timely manner, maintain financial records using the IOM Enterprise Resource Planning (ERP) System in line with IOM financial regulations.

5. Assist in performing the month end accounts closure procedures.

6. Support and respond to accounting, budget or financial queries regarding data from staff in the unit and elsewhere;

7. Assist in the preparation of budget, accounting, financial, statistical reports and other reports as required;

8. Provide assistance to all staff services such as travel, expense claims, document retrieval, etc.;

9. Ensure proper and systematic filling of all posted payments and other accounting documents according to the established standards;

10. Perform such other duties as may be assigned.

Required qualifications and experience

Education:

• University degree in Business Administration, Finance, Accounting, Management or a related field from an accredited academic institution, with a first relevant professional experience or
• Completed High School degree from an accredited academic institution, with four years of relevant professional experience.
• Experience in financial management, accounting, budgetary control and reporting will be a distinct advantage.
• IOM is an equal opportunity employer and women are encouraged to apply.
• IOM Offices and vehicles have smoke-free work environment.
• Computer literacy including MS Office applications such as Word, Excel etc.
• Work experience using SAP module is an advantage.
• Knowledge of UN and bilateral donor programming.
• Knowledge of financial rules and regulations.
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
• Strong interpersonal and intercultural skills, able to work independently
• Ability to work under pressure and with minimum supervision
• Fluency in French and a working knowledge of English is mandatory.

Experience:

• Experience in financial management, accounting, budgetary control and reporting will be a distinct advantage.
• Experience in UN system or any multi-cultural organization will be an advantage.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Knowledge of International Public Sector Accounting Standards (IPSAS) is an advantage.
• Knowledge of IOM/UN accounting system, software and procedures, Common System regulations, policies and procedures are a distinct advantage.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; are required.
• previous experience in SAP is a distinct advantage;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things;

Languages

• Fluency in French and a working knowledge of English is mandatory (oral and written).
• Working knowledge of one additional UN Language (Arabic, Chinese, French, Russian, or Spanish).
• Working knowledge locally spoken languages is an advantage.

Required Competencies:

The incumbent is expected to demonstrate the following values and competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

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.

Core Competencies – behavioural indicators level 1

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.