Finance and Administrative Assistant Zarzis – IOM Retour vers les opportunités

Position Title: Finance and Administrative Assistant
Duty Station: Zarzis, Tunisia
Classification: G4
Type of Appointment: Special Short-Term contract; 6 months-with possibility of renewal
Estimated Start Date: ASAP
Reference Code: SVNTN2020-027

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 supervision of the Chief of Mission and direct supervision of the National Resources Management Officer and in close coordination with the Head of Sub Office-Zarzis, the incumbent will be providing support to the IOM office in Zarzis in terms of administration and finance requirements, in collaboration with finance, logistics and procurement, HR and administration teams of the Mission.

Core Functions / Responsibilities:

The successful candidate will be responsible for:

• Contribute to the smooth daily running of all administrative functions in a timely fashion, and in accordance with the Mission’s regulations and procedures.
• Custodian of petty cash for office expenditures; collect funds, make disbursements duly authorized and maintain cash ledger in line with the prevailing instructions and posting of transactions in SAP.
• Provide general logistic support such as photocopying and scanning documents, taking care of vouchers prepared by the unit, etc.
• Maintain an efficient filing system for vouchers/financial documentation/receipts and ensure their timely filing in chronological order.
• 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.
• Arrange the follow up of the Travel authorizations, travel claims, DSA calculations and follow up about their payment.
• Assist in organizing vouchers into separate files as needed during special audits of various projects.
• Keeping the confidentiality matters as defined by the mission’s requirements and IOM sources.
• Assist in accurate financial tracking and record keeping of the daily projects’ financial activities.
• Assist in maintaining a financial reporting system for the on-going projects so that project commitments and expenditures are tracked according to IOM standards.
• Following up on clearance advance payments.
• Verify the office needs, supplies, and stationery in Zarzis Office and replenish when needed, obtaining Quotations based on IOM procurement policy.
• Maintain an efficient filing system of all logistics and procurement supporting documents.
• Ensure that all procurement made in the Zarzis is properly documented; copies of vouchers for payments and other supportive documents should be accurately filed and originals sent to Tunis RM Unit.
• Send original logbook to Procurement unit on monthly basis; monitor the usage of Zarzis vehicle and report on monthly basis to Procurement unit their timely maintenance and fuel consumption.
• Assist with maintaining a contract tracking table and ensure that all agreements such as office lease, internet provider, vehicle rental, electricity and water supply and other service providers are valid and renewed on a timely manner.
• Ensure payments for rental of office or vehicles are submitted to main office in Zarzis in a timely manner.
• Keep track/recodes of all equipment assigned to the staff in the sub office.
• Keep the assets inventory records instantly updated of all IOM assets in Zarzis.
• Assist with the arrangements for required events in hotels like workshops, trainings, meetings, receptions, etc. in the framework of IOM projects.
• Such other duties as may be assigned by the Chief of Mission or supervisors.

Required Competencies:

The incumbent is expected to demonstrate the following competencies:

Inclusion & respect for diversity:

• Respects and promotes individual and cultural differences. Encourages diversity and inclusion wherever possible.
• Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
• Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
• Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
• Challenges prejudice, biases and intolerance in the workplace.

Integrity & transparency:

• Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
• Delivers on commitments; manages the organization’s resources reliably and sustainably.
• Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
• Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
• Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.

Professionalism:

• Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
• Seeks to raise professional standards in self and others through daily work and activities.
• Adapts quickly to change and is decisive and versatile in face of uncertainty.
• Shows self-control and persistence when faced with difficult problems and remains calm in stressful situations.
• Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Teamwork:

• Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Fosters a sense of team spirit by developing a shared understanding, accountability and enthusiasm for the team’s work.
• Displays a high level of cultural awareness, sensitivity to different ways of working and leverages individual strengths in order to build a better team.
• Shares credit for team accomplishments and ensures that the contribution of others is recognized.
• Helps create a positive team spirit, putting aside personal considerations to help the team achieve its goals.

Delivering results:

• Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Produces high-quality results and workable solutions that meet clients’ needs.
• Anticipates constraints, identifies solutions and takes responsibility for addressing critical situations.
• Monitors own and others’ work in a systematic and effective way, ensuring required resources and outputs.
• Aligns projects with Organization’s mission and objectives and demonstrates a good understanding of the impact of team’s and own work on external and internal counterparts.

Managing and sharing knowledge:

• Continuously seeks to learn, share knowledge and innovate.
• Disseminates and shares knowledge openly and actively contributes to knowledge/network communities for topics relevant to area of expertise.
• Encourages knowledge-sharing across units/departments and ensures that knowledge is captured, recorded and disseminated appropriately.
• Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.
• Contributes to an environment that is conducive to innovation and learning.
• Disseminates and shares knowledge openly and actively contributes to knowledge/network communities for topics relevant to area of expertise.
• Encourages knowledge-sharing across units/departments and ensures that knowledge is captured, recorded and disseminated appropriately.
• Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.
• Contributes to an environment that is conducive to innovation and learning.

Accountability:

• Takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Proactively seeks responsibility in delivering towards the goals of the Organization.
• Plans and organizes work with a clear and deliberate focus, ensuring commitments are easily identified and progress is widely communicated.
• Stands by the actions of team or department, publicly accepting ownership.
• Takes responsibility of own shortcomings and those of the work unit, where applicable.

Communication:

• Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
• Speaks and writes clearly and effectively.
• Seeks to share information with others, with due respect for diversity and the confidentiality of specific sensitive information.
• Listens and seeks to understand without bias and responds appropriately.
• Shares information and keeps others up to date; actively seeks others’ views and ideas and respects their contribution.