Senior Finance Assistant (2 Positions)

SPECIAL VACANCY NOTICE
Open to Internal and External Candidates
Position Title: Senior Finance Assistant (2 Positions)
Vacancy Number: SVN/IOMSO/005/2024
Duty Station: Nairobi, Kenya (IOM Somalia)
Classification: General Service Category, Grade G7
Type of Appointment: Special Short Term, nine months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date: 30 April, 2024

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.

Context:
Under the overall supervision of the Resources Management Officer (Grants & Compliance) and the direct supervision of the National Finance Reporting Officer, the successful candidate will be responsible for providing effective and efficient administrative support to Resource Management Unit.

Core Functions / Responsibilities:
1.Provide procedural guidance to managers and staff; supervise, guide and train other finance support staff;
2.Prepare budget, accounting, financial, statistical reports and other reports as required
3.Manage financial resources through monitoring and controlling assets, reserves, funds, supplies, etc. in accordance with IOM rules and regulations;
4.Provide specialized advice and support to Project Managers and/or Chief of Missions/Head of Office/Head of Sub-office on financial and administrative matters;
5.Prepare annual budget submission and revisions including estimating the cost of staff as well as rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses;
6.Monitor compliance with financial policies, procedures, rules and regulations;
7.Consolidate data into financial statements and assist in monitoring expenditures to ensure they remain within authorized levels;
8.Provide regular and ad hoc financial information to support informed financial decision making
9.Assist monitoring that bank reconciliations for IOM accounts are regularly performed and reviewed by designated stakeholders;
10.Manage and prepare the payroll by executing validity checks on monthly payroll results;
11.Ensure that disbursements are made based on proper authorizations and supported by legitimate and sufficient documentation;
12.Prepare draft responses or respond to audit queries and follow up on audit recommendations;
13.Review the status and monitor the proper maintenance of Vendor Accounts in accounting system;
14.Verify vendor claims for accuracy and conformance with IOM finance policies and instructions; and,
15.Perform other related duties as required

Required Qualifications and Experience
Education
•Bachelor’s degree in Business Administration, Accounting, Finances, or related field with five years of relevant professional experience; or
•High School diploma with seven years of relevant experience.

Experience
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; 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; and,
•Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills
•Previous experience with UN and International Agencies, or NGO’s an advantage.
•Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues.
•Mature individual, able to work independently, under pressure, able to maintain accuracy, paying attention to details, meeting deadlines, and working with minimal supervision.
•Demonstrated ability to maintain integrity in performing responsibilities assigned.

Languages
For all applicants, fluency in English is required (oral and written).

Required Competencies
Values
•Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
•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 action and delegated work.
•Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.

Other
Any offer made to the candidate in relation to this special 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 neighboring 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 neighboring country located within commuting distance, and a work permit, as applicable.