Administrative & Finance Assistant-OIM Retour vers les opportunités

Established in 1951, IOM is a Related Organization of the United Nations. Dedicated to promoting humane and orderly migration for the benefit of all, IOM provides services and advice to governments and migrants. As the leading UN organization in the field of migration, IOM works closely with its governmental, inter-governmental and non-governmental partners on capacity building and advocacy for policy and legislative practices to ensure the protection of migrants.

Within the framework of the EU funded “Towards a Holistic Approach to Labour Migration Governance and Labour Mobility (THAMM) In Italy And North Africa” (THAMM+) that aims to facilitate the mobility of the newly skilled and trained workforce between targeted North African countries and Italy to meet labour market shortages jointly identified by Moroccan and Tunisian authorities, and the Italian regions (for Mobility Scheme with Morocco).

Under the overall supervision of the Chief of Mission (COM) in Tunisia and direct supervision of the Regional Project Manager/Head of Migration & Development Unit and the Head of Resource Management (RMO) and in close collaboration with the Country Project Manager and Staff of the “THAMM+” and relevant colleagues in Country Offices in Morocco and Italy, the Administrative & Finance Assistant will be responsible for providing effective and efficient financial and administrative support of the “THAMM+” programme in Tunisia Country Office (CO) and overall to the Migration & Development Unit.

1. Support the Regional Project Manager/Head of Migration & Development Unit (M&D) in the overall implementation, monitoring and reporting of the activities related to Migration and Development, in compliance with IOM’s standards and procedures, as well as donors administrative, legal and procedural requirements.
2. Act as focal for the smooth daily running of all administrative functions in a timely fashion, and in accordance with IOM’s regulations and procedures and support the coordination with diverse organizational units to ensure smooth running and expedition of work within the unit.
3. Assist in generating reports from SAP and in financial budget revisions, monitoring and reporting of the “THAMM+” and assigned projects, summarizing activities and expenses, thus supporting the analysis of the variances of actual expenditures against budgets.
4. Support the timely coordination of the financial aspects of the “THAMM+” and of the activities related to Migration and Development Unit, including contracts with service providers, procurement of required items, processing of payments, submission of reports and all related documentation, and ensuring the timely payment to all suppliers.
5. Assist with the drafting of interim and final financial reports of the “THAMM+” and other assigned M&D projects, in line with donor requirements and IOM standards and procedures, hence contributing to timely submission of such reports and liaise with IOM’s Regional Office donor liaison (Cairo, Brussels) as required.
6. Assist in monitoring work of implementing partners and service providers and report non-compliances to the supervisor.
7. Assist to manage financial resources by monitoring and controlling assets, reserves, funds, supplies, etc. in accordance with IOM rules and regulations.
8. Extract and input data from various sources in financial or accounting systems.
9. Assist providing guidance in accounting, budget, and financial related issues.
10. Follow-up on documents (including purchase requests, purchase orders, payroll, requests for payments, Online Invoice Payable Application, HR forms) and correspondence for the signature of the Regional Project Manager and Head of Migration & Development Unit and liaise with IOM staff as needed.
11. Create new Vendor Accounts in PRISM.
12. Verify vendor claims for accuracy and conformance with IOM finance policies and instructions.
13. Perform claim verifications against documentation to ensure that purchases/services are properly authorized and that the goods have been received or services rendered.
14. Assist in creating and maintaining proper documentation and systematic tracking and filing systems of administrative documents including the maintenance of the classification system (Hard/Soft copies) and databases of the relevant documents.
15. Organize meetings, training sessions, workshops, events and support the coordination of activities with other organizational units as needed.
16. Arrange the “THAMM+” staff duty travels including the preparation of Travel Authorizations and Security Clearances and other logistics (hotels, transport) and prepare and submit to finance travel claims and follow up for payment.
17. Perform other related duties as may be assigned.

EDUCATION

• Bachelor’s degree in Business Administration, Accounting, Finances or related fields from an accredited academic with three years of relevant experience; or,
• High School diploma with five years of relevant experience.

EXPERIENCE

• Experience in financial management, accounting, and budgeting support;
• Experience in administration and technical assistance to executives is an asset;
• Knowledge of SAP accounting system, generally accepted accounting principles and audit/review procedures is an asset;
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

 

SKILLS

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; experience in handling web-based management system;
• Ability to draft correspondence and communicate effectively;
• Ability to analyse and interpret source information and data; capable of reviewing and revising business processes to achieve efficiency;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things;
• Personal commitment, efficiency, flexibility, drives for results, creative thinking, organized, accurate;
• Capacity to work effectively and harmoniously within people at different levels within and outside organization and with colleagues from varied cultures and professional backgrounds.

 

Languages 

For all applicants, fluency in French and English is required (oral and written).

DESIRABLE

Working knowledge of Arabic.

Competencies

The incumbent is expected to demonstrate the following values and 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.
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.