Programme Assistant at International Organization for Migration (IOM)

• Under the overall supervision of the Deputy Chief of Mission and the direct supervision of the Programme Coordinator (Saameynta Joint Programme), the Programme Assistant will assist on the following duties and responsibilities:

Core Functions / Responsibilities:

• Serve as focal point and liaise with relevant units and staff in Somalia Office on programme support including logistics, administrative, and financial matters in support of Saameynta Joint Programme and ensure that all procedures are coordinated within Mission.
• Assist the programme in the process of preparing Implementing Partner Agreements, preparing and compiling documentation for partner payments and liaising with RMU to follow up and document receipt of payments by partners.
• Assist the programme in monitoring and tracking programme budgets, expenditures, and pipelines, and prepare reports on regular basis and notify the programme of any potential risks and delays.
• Assist during finance processes and follow up financial aspects of the programme, covering initial verifications of related documents/invoices, obtain necessary approval/clearance, initiate payment requests to the Finance unit, follow up administrative actions, and ensure all relevant matters are timely and efficiently processed and paid.
• Assist in procurement and logistic arrangements of equipment/supplies/services for the programme activities in coordination with relevant units and in compliance with IOM procedures;
• Follow up on the procurement process and documentations; step by step from acquisition stage, system inputs, up to delivery of goods/services, and release of payment; maintain coordination with and record-keeping of the service providers, their documents, contracts, renewal of contracts, and timely payment.
• Set up and maintain internal file database, filing system, store and manage data and information relevant to the scope of programme activities.
• Assist the programme in compiling and filing project documentations, including financial documents, donor reports, etc.
• Assist the programme in organizing meetings, workshops, training, conference, etc.
• Assist the programme staff with Travel Requests and Travel Expense Claims ensuring they are correctly completed.
• Assist in other process related to travel involving government and other counterparts, relating to Visa and other supports.
• Maintain records and tracking of programme staff leave plan and attendance.
• Perform any other general administrative duties assigned by the unit.

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 three years of relevant professional experience; or
• High School Degree from an accredited academic institution, with minimum five years of relevant professional experience.

Experience

• Professional experience in finance, administration, control procedures, and procurement processes;
• Experience in IOM administrative and financial management, budget monitoring, cash management and internal control procedures, an advantage;
• Previous experience in coordination with other staff and units, implementing partners, donors, and other relevant parties;
• Experience working with accounting and procurement systems
• Experience working in an international organization and knowledge of the UN is essential.
• Experience working in emergency and conflict/fragile contexts an advantage.

Skills

• Good communication, reporting and negotiation skills
• Excellent monitoring skills; and ; organizational skills; accuracy
• Ability to work with limited supervision
• Ability to multi-task and delivers on set objectives and timelines in complex situations
• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis.

Languages

• For all applicants, fluency in English and Kiswahili is required (oral and written).
• Working knowledge of French or any other UN Official language is advantageous.

Required Competencies

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 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.