National Administration Officer (Community Stabilization)

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates

Position Title : National Administration Officer (Community Stabilization)

Vacancy Number: SVN/IOMSO/032/2023

Duty Station: Mogadishu, Somalia

Classification: National Officer Category, Grade NO-A

Type of Appointment: Special Short Term, Six months with possibility of Extension

Estimated Start Date: As soon as possible

Closing Date: 12 November, 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.

Context:

IOM Somalia’s Community Stabilization Unit (CSU) harnesses the gains made by previous IOM stabilization programs Breaking the Climate Conflict in Galmudug (Deegaan Bile Galmudug as shorthand) and Stabilization Support to Somalia II (Daryeel as shorthand) and aims to foster peace and stability thereby providing a bridge to longer-term development interventions. To this end, IOM CSU is implementing several programs/projects across the four states Jubaland, South West State, Hirshabelle, and Galmudug. These include the EU-funded Breaking the Climate-Conflict Cycle in Hirshabelle, the USAID-funded Stabilization Through Education Programme (STEP) Danish-funded Forging a Greener Peace in the Hirshabelle State of Somalia, FCDO-funded Rapid Stabilization Support to Somalia (RSS), and several projects in the pipeline by other donors.

In view of CS programming expanding portfolio, under the overall supervision of the Senior Programme Coordinator and Head of Sub-Office (TRP) and direct supervision of Senior Programme Coordinator (Community Stabilization), the Community Stabilization Unit seeks to recruit a National Administration Officer (CS). The successful candidate will be responsible for advising and substantively supporting programme colleagues in overseeing project and budgets including monitoring of all assigned projects in accordance with IOM project and management and procurement handbooks, financial and human resources regulations, and general rules and regulations.

Core Functions / Responsibilities:

1. Manage the Community Stabilization administration team and ensure CS compliance with IOM’s policies and procedures namely in the areas of general administration, finance and HR and any donor specific requirements.
2. Ensure smooth functioning of project-related financial aspects, budget development aligned with program objectives and effective closure of the programme.
3. Coordinate and provide required budget and financial advice and information to CS teams (such as budget balances, burn-rate analysis) to ensure adequate planning and implementation of projects;
4. Collaborate with IOM’s Resource Management Units to ensure the smooth functioning of program-related financial aspects, that appropriate budget lines have been allocated, budget utilizations in-accordance with IOM’s and Donor’s financial guidelines and corrective measures as necessary.
5. In coordination with Finance, RMO colleagues and Senior Programme Coordinator, and Programme Managers, take responsibility for the projectization and management of staff costs and provide assessments and recommendations for periodic contract extensions, termination of positions, etc. based on availability of funding.
6. Manage and lead Human Resources related activities for staff in CS, including projectization and management of program staff costs, funding availability, and required HR administration and information sharing in relation to Third Party contracts (CTG) staff as required by HR team.
7. Work with the Senior Programme Coordinator, and Programme Managers in the preparation of new project proposals (operational budgets in particular) and budget revisions;
8. Ensure the effective closure of project budgets and prepare and/or provide advice on the preparation of required reports in coordination with the Senior Programme Coordinator, and Programme Managers;
9. Provide advice on and substantively support CS operations and technical teams to ensure CS projects are facilitated through timely and adequate procurement and logistic services.
10. Plan and undertake analysis of operational budget uses linked to premises, vehicle rentals and daily workers, amongst others.
11. Work with teams of CS and take action for the continuous improvement in internal process flow of document preparation, approvals, etc.
12. Lead in the development and continuous improvement of project management tools (procurement, human resources, finance and budget tracking) within CS. Work with ICT team to develop CS centralized project management system.
13. In coordination with Resource Management Office, lead capacity building of CS staff members regarding IOM project management, financial, procurement and human resources and tools and processes.
14. Any other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree in Accounting, Commerce, Business Administration, Project Management, Human Resources or a related field from an accredited academic institution with two years of relevant professional experience; or
• Master’s degree in the above fields.

Experience

• Experience in project management;
• Experience in financial administration including financial management, accounting, budgeting and audit;
• Experience in managing human resources, procurement and logistics;
• Previous working experience in IOM, UN Agencies, Funds and Programmes or International Non-governmental Organizations;
• Experience in working in Somalia or in the region, is an advantage; and
• Experience in working in teams implementing large multi-sectorial operations, is an advantage

Skills

• Good knowledge of IOM/ UN Human Resources and financial policies and staff rules and regulations;
• High level of computer literacy, good knowledge of MS Office, in particular in Excel;
• Excellent oral and written communication skills;
• Knowledge of International Public Sector Accounting Standards (IPSAS) an advantage;
• Knowledge of SAP highly desirable;
• Strong written and verbal communication skills and ability to effectively communicate with and lead a team; and
• Excellent organization skills; analytical and creative thinking.

Languages

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

Working knowledge of Arabic is desirable.

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 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.

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 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.