Regional Administrative and Finance Officer (HAP) (P2) at International Organization for Migration (IOM)

Context:

• Under the overall supervision of the Regional Health Assessment Programme Coordinator (RHAPC) for Sub-Saharan Africa, under the direct supervision of the Senior Regional HAP Administrative and Finance Officer, and in close coordination with the Senior Regional Resource Management Officer (SRRMO) in RO Nairobi, Finance Officer MHD HQ and Administrative and Finance Officer (MHD) in Manila Administrative Centre (MAC), the Regional Administrative and Finance Officer (HAP) will be accountable and responsible for supervising and coordinating the administrative and finance functions of the Health Assessment Programmes (HAP) operations in the Sub-Saharan Africa region and assisting with the monitoring and implementation of the available funds for MHD in the region.

Core Functions / Responsibilities:

• Supervise and coordinate the day-to-day activities of the Migration Health Division (MHD) Regional Self-Payer Programme Support and provide support to the Administrative Unit (PSAU) of the Health Assessment Programmes (HAP) in the Region.
• Provide technical guidance to the HAP teams in Africa in the preparation of budgets/service fees, cost estimates, comparative analysis and budget narrative justifications.
• Participate in the oversight, monitoring and evaluation of the financial performance of HAPs in the region on a regular basis; analyse budget information to prepare and consolidate estimates and supporting data in relation to budget forecasts, performance reports and medium-term plans; review financial provisions of project agreements and documents; evaluate budget requests and draft budget proposals in conformity with funding partners and IOM requirements.
• In close coordination with the supervisor, MHD HQs, Health Programme Monitoring &Admin-Finance (PAF) team in MAC, Administrative Centres in Manila and Panama, MHD Africa Senior Management Team and the Country Offices (COs) in Africa, coordinate the timely submission of budget and service fee requests, revisions and reports, and provide analyses, calculations and comments as necessary.
• Review CO proposed budgets and provide assistance to the CO teams in the preparation of supporting documentation for budget modifications as necessary.
• Maintain project financial documents, checking whether complete and appropriate backup/audit documentation is available. This includes:
• Monitoring and controling information entered by staff into IOM’s financial management system against budgets and e-filed documents;
• Monitoring and checking cost allocations of project funds;
• Conducting spot checks of the projectization of invoices according to expense categories and providing feedback to the RMOs in the country offices; and,
• Periodically reviewing project budgets to help ensure that all related expenditures are fully recorded and that unused obligations liquidated, and close-out instructions complied with.
• Draft segments or components of financial and administrative reports for the RHAPC as necessary and liaise with counterparts in IOM on issues related to the application of IOM financial rules and regulations, project approvals/revision/closures, access and operations of relevant financial system modules.
• Provide assistance and guidance to the HAP-implementing missions in Africa on procurement of medical items as well as asset and inventory management. Contribute to development of the global SOPs and guidelines on these matters and assist RHAPC in ensuring compliance with the organizational standards related to procurement and asset/inventory management.
• Undertake duty travels, when necessary, for capacity building of staff in the area of financial management of migration health projects.
• Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Finance, Accounting, Economics, Business Administration or a related field from an accredited academic institution with two years of relevant professional experience; or,
• University degree in the above fields with four years of relevant professional experience.
• Professional certification as chartered accountant (CA) or certified public accountant (CPA), Chartered Institute of Management Accountants (CIMA), or Association of Chartered Certified Accountants (ACCA) will be a distinct advantage.

Experience

• Experience in financial management particularly on budget preparation, analysis and monitoring as well as invoicing and reporting for migration health programmes in the field;
• Experience in supervising teams in an international setting is a distinct advantage;
• Experience with procurement and asset management is an advantage; and,
• Experience in designing admin-finance training modules and conducting trainings including webinars is desired.

Skills

• Knowledge of the USRAP, Global Health Assessment Projects, Canada PDMS, and CDC Cooperative Agreements is a distinct advantage;
• Computer literacy including knowledge of SAP and proficiency in MS Office applications; advanced MS Excel knowledge in macros is an advantage;
• Knowledge of accounting systems, generally accepted accounting principles, business risk controls, and audit/review procedures; knowledge of IOM’s regulations, policies and procedures is an advantage;
• Ability to analyze and interpret source information and data; and,
• Analytical thinker capable of designing and enhancing financial tools, templates and dashboards.

Languages

• IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.
• For this position, fluency in English is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.
• Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required 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.
• 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 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 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 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.