Senior Finance Assistant – 2 positions

SPECIAL VACANY NOTICE

Open to Internal and External Candidates

Position Title: Senior Finance Assistant – 2 positions

Vacancy Number: SVN/IOMSO/023/2023

Duty Station: Mogadishu, Somalia.

Classification: General Service Staff, Grade G6

Type of Appointment: Special Short term, six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 22 July 2023

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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 and advice to governments and migrants.

IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Senior Resource Management Officer and the direct supervision of the Resources Management Officer the successful candidate will be responsible for providing effective and efficient administrative support to Resource Management Unit.

Core Functions / Responsibilities:

1. Assist in control and monitoring of the financial management in the Mission, including the oversight of financial expenditure and accountability, financial analysis of the Mission projects, monitor budget and analyse variances between budget and actual expenditures.
2. Follow up on implementation of effective internal control. Suggest improvements in order to safeguard the mission’s financial assets.
3. Carryout entry, review and verification of accounts payable, funds requests, payment releases, accounts reconciliation and make sure proper documentations are in place and allocation to the projects/WBSs is correct.
4. Assist in preparation of donor financial reports in accordance with IOM regulations, established procedures, and donor requirements with close coordination with the Finance Officer and project Managers.
5. Assist in the preparation of budgets for new programmes. Oversee budget control process and analyze variances between budget and actual expenditures.
6. Analise administrative expenses versus budgets, allocate among the projects, prepare allocation tables and/or other supporting documents in accordance with the Organization’s and internal mission’s requirements, process the entries in the SAP Assist in facilitation of financial audits of the Mission’s projects in accordance with the donors’ agreements, including reviews on compliance with Organization regulations and the donors’ requirements.
7. Monitor and process sub-grantees’ reports, provide financial training to partners’ finance personnel, consult on the reporting issues, and conduct audits of sub-grantees’ financial activities as required.
8. Provide technical guidance to the project staff and partners throughout the project cycle to facilitate compliance with Organization’s administrative/financial policies and procedures and any donor-specific requirements, support and consult on matters related to financial management with a view to increasing their effectiveness. Evaluate financial reports and make suggestions on actions to resolve anomalies and unusual trends.
9. Interpret Organization’s administrative/financial policies, make recommendations on procedural improvements and train finance staff of the Mission in the relevant areas of accounting and finance, as needed. Facilitate and support knowledge building and sharing in finance, budget procedures and software.
10. Liaise with relevant units at Administrative Centre and Regional Office, as well as relevant counterparts in relation to the accounting and financial activities of the Mission. Report regularly on the financial situation of the assigned projects and other financial aspects and provide other information as necessary.
11. Ensure the accounting data are properly entered in PRISM, in accordance with Organization Financial rules and practices, maintain accurate records of PRISM entries including hard copies of vouchers and supporting documentations. Oversee the timely e-filing of the processed documents. Perform the monthly closure of the accounts; ensure that debtor/creditor accounts are cleared on a timely manner and review all other outstanding financial obligations. Prepare and submit the monthly accounting returns to the RAS on timely basis.
12. Performs periodic cash counts including month end cash count and certify that there are in agreement with PRISM FI. Provide regular updates to the Finance officer/RMO on the status of all outstanding debtors/creditors items and to ensure that they are regularly maintained and cleared.
13. Inspect third party staff payroll for the project ensuring that salaries are correctly allocated to budget lines.
14. Perform such other duties as may be assigned.
15. Finance application as necessary.

Required Qualifications and Experience

Education

• University Degree preferably in Accounting/Finance, Business Administration or Public Administration from an accredited academic institution with four years of relevant professional experience.

• Minimum completion of high school degree from an accredited institution with relevant certifications in accounting/finance with at least six years of relevant professional experience

Experience

• Particular experience in computerized accounting systems (SAP).
• Experience in finance and / Accounting is required.
• Knowledge of IOM internal procurement and financial rules is an advantage.
• Experience in IOM administrative and financial management, budget monitoring, cash management and internal control procedures.
• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis; and,
• Experience supervising the development and implementation of administrative control procedures.

Skills

• Knowledge of financial rules and regulations.
• Knowledge of SAP
• Knowledge of IOM internal procurement and financial rules is an advantage.
• Knowledge of the office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis.

Languages

Fluency in English and Somalia is required.

Required Competencies

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

VALUES – All IOM staff members must abide by and demonstrate these five values:

Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.

Integrity and transparency: Maintain 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.

Courage: Demonstrates willingness to take a stand on issues of importance.

Empathy: Shows compassion for others, makes people feel safe, respected, and fairly treated.

CORE COMPETENCIES – Behavioural indicators – Level 2

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 actions and delegated work.

Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring, and motivational way.

MANAGERIAL COMPETENCIES – Behavioural indicators – Level 2

Leadership: Provides a clear sense of direction, leads by example, and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.

Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.

Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.

Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.

Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.