Finance Assistants II at International Organization for Migration (IOM)

On Thursday, October 31st, 2013

Vacancy Notice: IOMKE/VN/33/2013

Position Title: Finance Assistant II 
2 Positions
Position Grade: G4 (UN Salary Scale for GS staff)
Duty Station: Nairobi
Duration of Contract: Six months with a possibility of extension

Seniority Band: Band IV

Job Family: Support
Organizational Unit: Finance

Position Rated: Yes

Subject to Rotation: No

Reporting directly to Senior Finance Assistant

Overall supervision by National Finance Officer
Organizational Context and Scope
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. 
IOM is dedicated to promoting humane and orderly migration for the benefit of all. 
It does so by providing services and advice to governments and migrants.

Responsibilities and Accountabilities

Under the overall supervision of the Resource Management Officer and the National Finance Officer and under the direct supervision of the Senior Finance Assistant, the incumbent will be responsible for performing routine administrative/financial functions such as processing of invoices, payment of bills and assisting in reconciliation of accounts in connection with IOM activities in IOM Nairobi.
In particular the incumbent will:
1. Post accounting transactions in SAP accounting system and process payments through electronic banking systems.
2. Maintain a filing system and to ensure proper custody of financial documents – vouchers, bank correspondence etc.
3. Prepare cheques (supported by sufficient authorized documentation) and hand them over to the cashier, after mandatory signatures and maintain safe custody of the currently used cheque books.
4. Process payments for the mission’s telecommunication, postage and taxi costs i.e. landline, mobile, e-mail leased lines, sat phones with a view to ensure:-

a) Activities/Projects are charged the true cost of usage.

b) Correct accountability for the personal calls made.
5. Invoice staff and third parties for non-official use of IOM resources such as vehicles, telephone and charter flights and to follow up for payment.
6. Prepare bank reconciliations on a monthly basis and month end closure processes.
7. Suggest improvements to existing internal controls in order to safeguard the mission’s financial assets.
8. To be the custodian of the Finance Unit’s stationery stock (including receipt books and taxi books) and office supplies & maintain a Log for the same.
9. Prepare and dispatch monthly accounts to Headquarters.
10. Perform any other duties that may be assigned from time to time.
The incumbent is expected to demonstrate the following technical and behavioural competencies:
  • Accepts and gives constructive criticism
  • Follows all relevant procedures, processes, and policies
  • Meets deadline, cost, and quality requirements for outputs
  • Monitors own work to correct errors
  • Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
  • Identifies the immediate and peripheral clients of own work
  • Establishes and maintains effective working relationships with clients
  • Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
Continuous Learning
  • Contributes to colleagues’ learning
  • Demonstrates interest in improving relevant skills
  • Demonstrates interest in acquiring skills relevant to other functional areas
  • Keeps abreast of developments in own professional area
  • Actively shares relevant information
  • Clearly communicates, and listens to feedback on, changing priorities and procedures
  • Writes clearly and effectively, adapting wording and style to the intended audience
  • Listens effectively and communicates clearly, adapting delivery to the audience
Creativity and Initiative
  • Proactively develops new ways to resolve problems
Leadership and Negotiation
  • Convinces others to share resources
  • Presents goals as shared interests
Performance Management
  • Provides constructive feedback to colleagues
  • Provides fair, accurate, timely, and constructive staff evaluations
  • Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Planning and Organizing
  • Sets clear and achievable goals consistent with agreed priorities for self and others
  • Identifies priority activities and assignments for self and others
  • Organizes and documents work to allow for planned and unplanned handovers
  • Identifies risks and makes contingency plans
  • Effectively applies knowledge of relevant financial discipline
  • Develops / follows internal control procedures to prevent fraud and mismanagement
  • Ensures application of institutional financial policies and guidelines
  • Masters subject matter related to responsibilities
  • Identifies issues, opportunities, and risks central to responsibilities
  • Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
  • Persistent, calm, and polite in the face of challenges and stress
  • Treats all colleagues with respect and dignity
  • Works effectively with people from different cultures by adapting to relevant cultural contexts
  • Knowledgeable about and promotes IOM core mandate and migration solutions
  • Actively contributes to an effective, collegial, and agreeable team environment
  • Contributes to, and follows team objectives
  • Gives credit where credit is due
  • Seeks input and feedback from others
  • Actively supports and implements final group decisions
Technological awareness
  • Learns about developments in available technology
  • Proactively identifies and advocates for cost-efficient technology solutions
  • Understands applicability and limitation of technology and seeks to apply it to appropriate work
  • Effectively applies knowledge of IOM policies and procedures in execution of responsibilities at appropriate level
Education and Experience
  • Completed Secondary School Diploma with Certified Public Accountants (CPA) qualification – up to level 2 (Having completed sections 1 to 4) or other relevant accounting qualifications.
  • At least 4 years of prior work experience in a busy accounts office.
  • Prior work experience in an international organization an added advantage.
  • Strong interpersonal and intercultural skills. Mature individual, able to work independently, pays attention to detail and meets deadlines.
  • Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
  • Ability to work under pressure and with minimum supervision.
  • Proficiency in computer skills, especially in MS Office (Excel, Outlook, Word etc).
  • Prior experience in usage of SAP an added advantage.
Required: Excellent written and spoken English and Kiswahili
Mode of Application:
Submit cover letter and CV including daytime telephone and e-mail address to:-
International Organization for Migration (IOM), 
Human Resources Department, 
P.O. Box 55040 – 00200,
Nairobi, Kenya 
or send via e-mail to [email protected]

Closing Date: 12th November, 2013

Only shortlisted applicants will be contacted
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