Programme Administrative Assistant

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Programme Administrative Assistant

Vacancy Number: SVN/IOMSO/031/2022

Duty Station: IOM Somalia in Mogadishu, Somalia

Classification: General Service, Grade G5

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

Estimated Start Date: As soon as possible

Closing Date: 09 October 2022

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 candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

IOM Somalia Community Stabilization Programming continues to expand its portfolio and is currently implementing six projects primarily funded by the EU Foreign Policy Instrument, USAID, and the UN Peacebuilding Fund. The current programming harnesses the stabilization gains made by previous IOM stabilization programs (EU ICSP Phase I) and aims to contribute to stabilization efforts in Somalia through creating conditions for environmental peacebuilding, for restoring trust among communities, and between communities and local leadership, thereby re-building the social contract between Somali citizens and state institutions and providing a bridge to longer-term development interventions. Commensurate to Community Stabilization’s growing portfolio is an increase in administrative and finance-related activities. In view of this, IOM Somalia Community Stabilization programming is therefore recruiting a Finance and Administrative Assistant under overall supervision of the Community Stabilization Programme Manager and the direct supervision of the Senior Finance and Administrative Assistant. The incumbent will perform routine and specialized finance, accounting and administrative tasks for the Community Stabilization Unit and will provide direct support to the Senior Finance and Administrative. Key objectives of the role include ensuring financial, administrative and personnel accountability and implementing clear, efficient administrative, financial and logistical procedures to support the Community Stabilization Unit in the timely implementation of project activities.

Core Functions / Responsibilities:

Provide support to Resource Management through:

1. Assist finance staff in analyzing all commitments and expenditures, including cash transactions, are recorded into PRISM on time and regularly review these to check that all project costing is correctly charged to the correct budget lines; identify inconsistencies; verify availability of funds.
2. Assist finance in analyzing and reconciling service providers accounts and verify that invoices are correct, and any private usage is duly recovered/reimbursed
3. Verify invoices as per established organization processes and approvals including all implementing partner’s payments.
4. Verify the equipment, supplies or services that invoices refer to were duly received or provided before proceeding with payment request.
5. Scan and process vendor payments through OIPA system for all Community Stabilization payments generated from the field.
6. Prepare and verify that all Letters of Invitations (LOIs) and Travel Expense Claims are correctly completed before payment processing
7. Assist Programme to maintain an operational advance for Community Stabilization Unit and field offices.
8. Communicate and coordinate with IOM finance department to ensure all relevant matters are timely and efficiently processed.
9. Assisting the Programme (Community Stabilization) in monitoring WBS consumption across projects.
10. Perform all functions in accordance with the established Financial, Procurement and Accounting Regulations
11. Support staff travel, including assisting in completing Travel Authorizations (TAs) and Expense Claims, security and medical clearance, and flight and accommodation booking requests
12. Assist human resources to maintain a log and file for all local staff contracts and to follow up on renewal of contracts in liaison with HR unit.
13. Assist human resources to provide support and follow up for on timely payment CTG salaries
14. Follow up on any other HR related issues in the Community Stabilization Unit
15. Carry out other administrative duties.
16. Perform any other duties as may be assigned.

Required Qualifications and Experience

Education:

• University Degree in Accounting and Finance, Business Administration, Public Administration, or an equivalent combination of training and experience.

Experience:

• At least three years of relevant professional experience in a busy administrative and finance office/environment
• Mature individual, able to work independently, under pressure, able to maintain accuracy, paying attention to details, meeting deadlines, and working with minimal supervision.
• Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues.
• Demonstrated ability to maintain integrity in performing responsibilities assigned.
• Previous experience with UN and International Agencies, international or local NGOs is required.
• Strong knowledge of computer applications, especially MS Word, Excel, Outlook and Access. Knowledge of SAP an added advantage.
• Excellent command of written and spoken English and Somali is required.

Skills:

• Preferable three years of relevant professional experience in a busy administrative and finance office/environment
• Mature individual, able to work independently, under pressure, able to maintain accuracy, paying attention to details, meeting deadlines and working with minimal supervision.
• Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues.
• Demonstrated ability to maintain integrity in performing responsibilities assigned.
• Previous experience with UN and International Agencies, international or local NGOs is required.
• Strong knowledge of computer applications, especially MS Word, Excel, Outlook and Access. Knowledge of SAP an added advantage

Languages

• Fluency in English and Somaliboth written and spoken is required.
• Knowledge of other UN official languages 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 three 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.

Core Competencies – 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.
• Management abilities: ability to manage work, team and stakeholders in a professional manner that furthers teamwork, effectiveness, and efficiency.