VACANCY NOTICE

Open to Internal and External Candidates

Position Title : Senior Project Administrative Assistant

Vacancy Number : VN/IOMSO/001/2021

Duty Station: Mogadishu, Somalia

Classification: General Service Category, Grade G6

Type of Appointment: One Year Fixed Term, with possibility of extension

Estimated Start Date: As soon as possible

Closing Date:17 March, 2021

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 Recovery and Durable Solutions Coordinator and direct supervision of Community Stabilization Programme Manager in Mogadishu, the incumbent will provide support to financial and administrative management of Reintegration and Durable Solutions (RDS) Unit programmes. Key objectives of the role include supporting administrative, financial and logistical procedures to support the RDS Unit in the timely implementation of project activities. In particular, he/she will:

Core Functions / Responsibilities:

1. Provide specialized administrative and financial support to the RDS Unit, implementing partners and service providers in all RDS project sites;
2. Process requests for payments ensuring all supporting documentation and signatures according to established approval standards are obtained before payment is made.
3. Regularly monitor and review budget lines to ensure that all active projects are utilizing the correct budget lines and maintain a finance tracker of RDS projects to monitor burn rates, ensuring accuracy of staff, office, and operations expenditures, and provide the RDS Coordinator and Project Mangers with monthly project budget reports.
4. Follow up on timely disbursements of funding to implementing partners as per contract/agreements and control utilization against budget, maintaining electronic and hard copy filing systems, and support re-organizing the filing system as needed;
5. Monitor the use of existing resources such as assets/inventory items, office/guesthouse facilities, motor vehicle fleet, etc., estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services;
6. Provide administrative and logistical planning support to staff and partners regarding duty travel, travel authorizations, security clearance, accommodation, and expense claims;
7. Travel to field sites to carry out internal auditing exercises and to support the administrative, financial, and procurement dimensions of the project implementation process;
8. Assist in the development of annual administrative plans, contribute to longer term strategies and improvements to administrative policies, systems and procedures in compliance with IOM policies, standards, regulations and processes; Review Administrative Standard Operating Procedures (SOP) for consistency with the changing environment and adjust/recommend revisions as necessary;
9. Design and update templates for financial tracking tools related to operational expenses, staff expenses (salary and DSA), consultant expenses (including travel), and office costs associated with all active projects and programs;
10. Contribute to the budgetary design for project proposals and fund-raising initiatives to support Durable Solutions and Community Stabilization Programs for the IOM Somalia Mission;
11. Perform any other relevant tasks assigned by the RDS Coordinator.

Required Qualifications and Experience

Education

· Bachelor’s degree in Business Administration, Finance, Economy Management, Social Science, or a related field from an accredited academic institution with four years of relevant professional experience; or

· High School Degree in the above fields with minimum six years of relevant professional experience.

Experience

· Experience with IOM administrative and financial management, budget monitoring, cash management and internal control procedures;

· At least 4 years of professional experience in administrative, financial and logistics n assistance of a public or private institution;

· Professional experience in financial administration and control procedures;

· Experience working in respective programme/project preferably at field level, in emergency and conflict environments;

· Experience working with international organizations, experience in IOM an advantage.

Skills

· Excellent operational, organizational and communication skills and the ability to work harmoniously with other colleagues from diverse backgrounds;

· In depth knowledge of the broad range of migration related subject areas dealt with by the Organization;

· Knowledge of UN and bilateral donor programming;

· Knowledge of financial rules and regulations;

· Knowledge of International Public Sector Accounting Standards (IPSAS)

· Excellent monitoring skill; Managerial Skill; Organizational Skill; Accuracy;

· Ability to work with limited supervision;

· Ability to multi-task and delivers on set objectives and timelines in hardship situations;

Languages

Fluency in English and Somali (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: 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: 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 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.