Finance and Administrative Assistant – OIM عودة إلى الفرص

Position Title: Finance and Administrative Assistant
Duty Station: Tunis, Tunisia
Classification: UG
Type of Appointment: Special Short-Term Ugraded contract;
Estimated Start Date: ASAP
Reference Code: SVNTN2021-001

Organizational Context and Scope:

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN organization in the field of migration 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.

Under the overall guidance of the Chief of Mission, and the direct supervision of the RMO, in close coordination with Project Manager and working closely with the Protection and Migration and Development units and other relevant colleagues in the Mission and in Regional Offices, the successful candidate will be responsible for providing effective and efficient financial and administrative support to relevant projects.

Core Functions / Responsibilities:

The successful candidate will assume the functions and the following responsibilities:

• Support the Project Manager and the Protection and Migration and Development units in the overall implementation, monitoring and reporting of relevant projects’ activities, in compliance with IOM’s standards and procedures, as well as donors administrative, legal and procedural requirements;
• Contribute to the smooth daily running of all administrative functions in a timely fashion, and in accordance with IOM’s regulations and procedures;
• Assist in generating reports from SAP and in financial budget revisions, monitoring and reporting of assigned projects, summarizing activities and expenses and analysing the variances of actual expenditures against budgets;
• Verify invoices, supporting documentation and ascertain that the equipment, supplies or services they refer to were duly received or provided before proceeding with payment request;
• Support the timely coordination of the financial aspects of the activities related to assigned projects, 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;
• Assist with the drafting of interim and final financial reports of assigned 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 as required;
• Contribute to the smooth daily running of all administrative functions in a timely fashion, and in accordance with IOM’s regulations and procedures;
• Follow-up on documents (including purchase requests, purchase orders, requests for payments, vouchers, HR forms) and correspondence for the signature of the Project Manager, and liaise with IOM staff as needed;
• Assist in creating and maintaining a 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;
• Organize meetings, training sessions, workshops and events related to Migration and Development Unit and support the coordination of activities with other IOM Departments as needed;
• Arrange the Project Manager and Project staff duty travels including the preparation of the Travel Authorizations; assure that Security Clearances are requested and received; book hotels and transport and prepare and submit to finance travel claims and follow up about their payment;
• Perform other related duties as may be assigned.

Required Competencies:

The incumbent is expected to demonstrate the following competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respect 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: demonstrate ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies:

• 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.