Accounting, Finance and Administrative Assistant/Specialist

Context:
Under the general supervision of the non-resident Chief of Mission for Italy and Malta seated in Rome, the direct supervision of the Officer in Charge and in close coordination with the Resource Management Specialist in Rome, the incumbent will be responsible and accountable for the performance of the financial and administrative functions of the Mission in Malta.

Core Functions / Responsibilities:

The incumbent will be requested to:

1. Provide overall support in financial, procurement, human resources and other administrative activities in the office.
2. Correctly apply IOM financial regulations on all financial transactions of the Mission.
3. Process the accounting and financial transactions in IOM’s SAP based accounting system (PRISM) and perform regular controls including bank/vendor/customer account reconciliations and period-end closures for the Mission.
4. Manage the treasury by forecasting cash flows according to activities; ensure funding is received in accordance with donor agreements.
5. Apply the appropriate internal controls in place to safeguard the Organization’s assets, cash checks and prevent fraud.
6. Draft projects’ budgets, based on Mission’s requirements, in accordance with donor requirements, IOM regulations and established procedures, in close coordination with Project Managers, OiC, CoM, Resource Management Office in Italy as well as relevant units in Headquarters, Administrative Centers and Regional Offices.
7. Draft projects’ financial reports in accordance with donor requirements, IOM regulations and established procedures, in close coordination with Project Managers, OiC, CoM, Resource Management Office in Italy as well as relevant units in Headquarters, Administrative Centers and Regional Offices.
8. Provide support to Project Managers throughout the project cycle to facilitate financial and administrative compliance with IOM’s policies and procedures and any donor-specific requirements in the field of resource management.
9. Facilitate financial audit of projects in accordance with the donor agreements.
10. In coordination with CoM and OiC, draft the annual budget for the Mission Control variances between budget and actual expenditures on a regular basis.
11. Assist the HR Unit in Rome in the procedures related to human resources management, including recruitment, time management, separation, travels and other related activities, in accordance with the Organization’s policies and procedures.
12. Check payroll versus budgets, ensuring that salaries are correctly allocated to projects consistent with IOM’s projectization criteria.
13. Monitor the insurance coverage of the IOM property (renewals, claims), including physical inventory of assets and equipment, as well as any insurance necessary for projects’ implementation in collaboration with relevant Project Managers.
14. Coordinate regular office maintenance, including procurement of supplies, utilities, as well as rent and all related invoicing.
15. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

Bachelor’s degree in Accounting, Finance and/or Business Administration with minimum 4 years of work experience in the related field or, alternatively, an equivalent combination of relevant training.

Experience

• Experience in accounting or financial management, accounting and budgeting;
• Experience in human resource management;
• Experience with the financial management and reporting of EU funded projects is an advantage.

Skills

• High level of computer literacy; in particular, experience in computerized accounting systems and software;
• Knowledge of IPSAS and accrual accounting principles is an advantage;
• Practical knowledge of the software and procedures used by IOM (SAP, MiMOSA, iGATOR) is a distinct advantage.
• Good knowledge of IOM’s mandate and programmes is an advantage.

Languages

• Fluency in English
• Maltese and/or any other IOM official languages is considered an advantage.

Required Competencies:

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 2

• Teamwork: Establish strong relationships with colleagues and partners; related well to people at all levels
• Delivering results: Shows understanding of own role and responsibilities in relation to expected results.
• Managing and sharing knowledge: Puts new learning into practice and draws on diverse sources of ideas and inspiration.
• Accountability: Operates in compliance with organizational regulations and rules.
• Communication: Listens carefully and genuinely to the views and position of others; acts on received information.

IOM’s competency framework can be found at this link.
Competencies will be assessed during a competency-based interview.

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. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination against COVID-19.

This post is subject to local recruitment. Only persons holding a valid residence and work permit for Malta will be eligible for consideration.