Jobs 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.

go to method of application »

Context:

• Under the overall supervision of the Regional Director (RD) in the Regional Office for East and Horn of Africa in Nairobi, Kenya, and the direct supervision of the Senior Regional Resources Management Officer (SRRMO), and in collaboration with relevant units at Headquarters (HQ), Administrative Centres (MAC and PAC) and the IOM Regional Office for European Economic Area in Brussels, Belgium, the Regional Resources Management Officer will be responsible for providing specialized resource management support to the Regional Office (RO) and Country Offices (CO) under RO Nairobi.
• The Regional Resources Management Officer will oversee the financial management of regionally managed projects Joint Initiative (JI), Better Migration Management (BMM), Migrant Response Plan (MRP), Foreign, Commonwealth & Development Office (FCDO) and others, thereby ensuring compliance with the IOM and the donors' financial rules and regulations.
• The Regional Resources Management Officer will also oversee regional projects’ Procurement functions, Implementing Partners’ selection, engagement and management, and the legal & compliance functions for the Regional Office and its Country Offices.

Core Functions / Responsibilities:

• Coordinate overseeing the financial management for all activities of the EU regionally managed programmes and other regionally managed projects, including the oversight of financial expenditure and accountability, and undertake preliminary financial analysis of all activities for Implementing CO’s.
• Provide input for donor financial reports following IOM regulations and established procedures and coordinate the consolidation of the same, for submission to relevant units for endorsement.
• Provide administrative support in monitoring and overseeing the financial management for all activities of the regional projects including the oversight of financial expenditure and accountability; and undertake preliminary financial analysis of all activities for Implementing Country Offices (COs) (Djibouti, Ethiopia, Kenya, Somalia, Sudan, Eritrea, Burundi, South Sudan, Uganda, Tanzania, Rwanda, Yemen).
• Lead the process of preparing the JI donor financial report, provide input in accordance with IOM regulations and established procedures.
• Oversee monitoring of the budget control and analyse variances between budget and actual expenditures based on the donor agreement, for the regionally managed projects.
• Establish and manage the Implementing partner selection committee at the Regional Office in accordance with relevant instructions.
• Develop Implementing Partners due diligence assessment protocol to be rolled out in the region.
• Review the methodologies followed in the CO’s when engaging with IPs and ensure that COs adhere to the procurement rules and requirements of the Donors, like the flow-down provisions, etc. Also, ensure that the payment schedules are consistent with what is acceptable from a financial perspective.
• Monitor the financial exposure of the regionally managed programmes and projects regularly and ensure they don't run into a deficit, especially when committing to the reintegration of individuals. Flag this to the senior management timely.
• Analyse and interpret the financial policies of IOM and donors and provide solutions to a wide spectrum of complex financial issues, in coordination with the SRRMO and, where applicable, the Manila Administrative Centre (MAC) and/or the Department of Financial and Administrative Management (DFM).
• Coordinate the financial and administrative aspects of agreements for the regionally managed projects in close coordination with relevant Project Managers and the Office of Legal Affairs.
• Strengthen internal controls by documenting and streamlining approval processes, including control of accounts, monitoring of cash management, and large procurements.
• Follow up on CO’s execution with IOM and Donor's rules, regulations, policies, and strategies, implementation of the effective internal control, proper design, and functioning of the financial resources management system.
• Review assets and other financial reports prepared by Implementing COs, bring issues or anomalies to the attention of the supervisor, and provide information and guidance to Implementing COs on the appropriate application of internal controls and processes.
• Guide the process of budget preparations/ revisions and their submission to the Donor jointly with the CO’s.
• Regularly review ERP postings done by Implementing COs and provide guidance on corrections/adjustments, if necessary.
• Draft requests for funding instalments to the donor and verify that funding is received in accordance with donor agreement.
• Monitor budget control and analyse variances between budget and actual expenditures in the JI programme based on the donor agreement.
• Inspect payroll versus implementing COs’ budgets, ensuring that salaries are correctly allocated to projects and consistent with IOM’s projectization criteria.
• Provide support and guidance to the Resource Management Units (RMU) of the COs under RO Nairobi on the application of IOM rules and regulations, by ensuring that donor requirements are followed.
• Participate and contribute to the Senior Management Team activities in developing and implementing a short and long-term strategy for RO in general and for the regionally managed programmes/projects. Liaise with Project Managers at the COs’ levels regarding programme budgets, funding levels of ongoing activities, and estimated funds coming in through foreseen future events.
• Act as Focal Person for external audits from the Donors and ensure that compliance with the donor requirements is always respected, to facilitate a successful Audit.
• Liaise with Donors on RMU matters regarding new, ongoing, or completed projects, as required.
• Carry out verification missions to the COs and review, validate, and report on the findings and provide recommendations on how to address the shortcomings. Share the report with relevant colleagues in RO Nairobi, Brussels, and when necessary, with DFM and OIG.
• Provide first-line support, guidance, and training in the Region concerning IOM's policies and procedures relating to resources management matters.
• Oversee the Legal and Compliance Unit of RO Nairobi and provide support to the Implementing Partner selection and engagement process.
• Oversee Procurement and HR functions within the context of regional projects.
• Undertake travel to Implementing COs to assist Resources Management teams in the field and to provide guidance on the application of IOM rules and regulations and that donor requirements are followed when necessary.
• Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Finance, Accounting, Business Administration, Management 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) is an advantage.

Experience

• Experience in financial management, financial reporting, accounting, budgeting and purchasing;
• Experience in preparing reports, budgets, statistics and coordinate administrative activities; and,
• Experience with international institutions.

Skills

• Ability to prepare clear and concise reports, supervise staff and coordinate administrative activities;
• Good knowledge of MS Office products, specifically Excel, and good computer literacy skills required;
• Knowledge of International Public Sector Accounting Standards (IPSAS) and SAP is highly desirable; and,
• Knowledge of IOM accounting systems, software (SAP Finance) and procedures is a distinct advantage.

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.