Administrative & Financial Assistant

Job Description

Under the direct supervision of the Senior Resource Management Assistant and the general supervision of the RMO, the Administrative and Financial Assistant will be responsible for performing the following functions, related to all financial administrative processes of the Mission:

Responsibilities

1. Support the management of financial resources by monitoring and controlling assets, reserves, funds, supplies, etc. in accordance with IOM rules and regulations;
2. Support the preparation of the annual budget presentation and revisions, including estimating the cost of staff, as well as rent and utilities, office equipment and supplies, printing and other contracts, services or operating expenses, for inclusion in the budget;
3. Responsible for extracting and entering data from various sources into financial or accounting systems;
4. Provide guidance on matters related to accounting, budgeting and finance;
5. Participate in the preparation of the payroll by carrying out validity checks on the results of the monthly payroll; 2
6. Conduct reviews of all types of payments from purchases to payment requests, verifying that they are duly authorized and all supporting documents are attached;
7. Perform claim checks against documentation to ensure purchases/services are properly authorized and goods have been received or services rendered;
8. Assist in the preparation of budgetary, accounting, financial, statistical and other reports as required;
9. Provide assistance for all staff services such as travel, expense claims, document retrieval, etc.;
10. Ensure proper and systematic compliance with all recorded payments and other accounting documents in accordance with established standards;
11. Review payment processes, record them in the PRISM system and then pass them on to the treasury for payment.
12. Support the Financial Unit in all project closing processes and monthly closings.
13. Ensure that all purchases, contracting of services and other expenses incurred are supported by the documentation (receipts, quotes, payment requests, etc.) required by IOM.
14. Responsible for the office’s petty cash; and,
15. Any other function that, according to your capabilities, is requested by the Accounting and Finance Administrator, the Human Resources Management Officer,

Qualifications

Education

•  University Degree in Accounting, Economics and Business Administration, or related fields, with at least three years of professional experience in areas relevant to administration.
•  High School Diploma with at least 5 years of relevant experience in the administrative field.

Experience

•  Proven handling of office software packages (MS Word, Excel, Power Point, Project).
•  Knowledge of SAP is an advantage
•  Experience in administrative purchasing, accounting and treasury processes.
•  Experience working in any UN system or any multicultural organization is an advantage.
•  Experience working with local governments and community leaders, churches, national counterparts, as well as Non-Governmental Organizations. 3
•  Experience in projects related to migrant populations, the protection of human rights of vulnerable groups, assistance and case-by-case monitoring of beneficiaries, among others, will be an advantage.
•  Experience in facilitating workshops and training processes in administrative areas.
•  Experience in preparing financial and executive reports, systematizing experiences and preparing financial documents.
•  Experience working with international cooperation and international humanitarian organizations will be an advantage

Skills

•  Proven handling of office software packages (MS Word, Excel, Power Point, Project).

Languages

•  Spanish

IOM’s official languages are English, French and Spanish.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

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.
•  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.
•  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 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. eeq31rK BhPZf8
•  Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions 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 1) (applicable only if position is with direct reports)

•  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.

Notes

•  Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
•  This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
•  This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
•  Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
•  IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
•  IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies