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

Core Functions / Responsibilities:

1. Provide oversight on the day-to-day activities of the Migration Health Division (MHD) Regional Self-Payer Programme Support and Administrative Unit (PSAU) including supervision, mentoring, coaching, and training of the administrative and finance staff supporting the Health Assessment Programmes (HAP) in the Region.
2. Provide technical guidance to the HAP teams in Africa in the preparation of budgets/service fees, cost estimates, comparative analysis, and budget narrative justifications.
3. Support the RHAPC in providing oversight, monitoring and in evaluating 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; assess budget requests and draft budget proposals in conformity with funding partners and IOM requirements.
4. Analyse accounting and financial documentation paying particular attention to anomalies or unusual trends; initiate action to correct any anomalies and provide advice on complex cases.
5. In coordination with the RHAPC, 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, ensure timely submission of budget and service fee requests, revisions, reports and provide supporting justification, calculations, and documents as necessary.
6. Review grant proposal budgets and prepare supporting documentation for grant negotiations and budget modifications as necessary; monitor, exercise fiscal control, maintain and report timely on project budgets; ensure timely disbursal requests to Sub-Recipients of MHD funds.
7. Maintain all the project financial documents, ensuring complete and proper backup/audit documentation; (a.) monitor and control information entered by staff into IOM’s financial management system; (b.) assume primary responsibility for cost allocation of all project funds; (c.) review the proper allocation of invoices according to expense categories; (d.) carry out periodic budget review of projects to ensure that all related expenditures are fully recorded and that unused obligations liquidated, and close-out instructions complied with; (e.) monitor and review selected financial transactions and documents such as payment requests, requests for financial clearance prior to entry into the IOM financial system; (f.) ensure implementation of the right procedures to control and monitor expenditure and any income.
8. Draft 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.
9. Review and approve financial reports received from COs for accuracy and compliance with IOM policies and contractual requirements; ensure regular reporting from COs and sub-recipients of MHD funds.
10. 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 Standard Operating Procedures (SOPs) and guidelines on these matters and assist RHAPC in ensuring compliance with the organizational standards related to procurement and asset/inventory management.
11. Undertake duty travels, when necessary, for capacity building of staff in the area of financial management of migration health projects.
12. 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 five years of relevant professional experience; or
• University degree in the above fields with seven 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 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;
• 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 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 analyse and interpret source information and data;
• Analytical thinker capable of designing and enhancing financial tools, templates, and dashboards.

Languages

• IOM’s official languages are English, French, and Spanish.
• External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (French, Spanish, Arabic, Russian or Chinese).
• For all applicants, fluency in English is required (oral and written). Working knowledge of French and/or 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.