(Offre en anglais) IOM LIBYA MISSION IN TUNIS recrute Administrative and Finance Assistant عودة إلى الفرص

Position Title: Administrative and Finance Assistant
Duty Station: IOM Libya in Tunis, Tunisia
Classification: G5
Type of Appointment: Special Short Term for 6 months with possibility of extension.
Estimated Start Date: As soon as possible
Closing Date: 14 July 2017
Reference Code: LY20-2017-013

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.

Context:

Under the overall supervision of the Senior Resource Management Officer and the direct supervision of the Resource Management Officer, the incumbent will carry out the following duties and responsibilities:

Core Functions / Responsibilities:

1. Verify invoices and documents submitted by suppliers and service providers;
2. Ensure all supporting documentation and signatures are obtained before finalizing vouchers.
3. After obtaining appropriate approvals, effect payments to suppliers and staff members;
4. Ensure all payments are paid on a timely manner;
5. Responsible for the preparation of monthly accounting reports and the attachment of supporting documents for the review and certification by RMO.
6. Reconcile on a monthly basis all pending vendor accounts;
7. Ensure that the bank reconciliation of the various bank accounts and IOM accounts and databases is done in time and accurately;
8. According to the projectization process of IOM, distribute the office costs and verify staff costs;
9. Ensure files of all financial instructions/guidelines issued are maintained and appropriate internal controls are in place;
10. Assist with the maintenance of an effective banking system including preparing a monthly bank reconciliation;
11. Maintain a filing system for vouchers and all other financial documentation;
12. Maintain the Petty Cash account of the IOM Libya based in Tunis Office in the absence of Finance Assistant;
13. Maintain Attendance records of national in IOM Libya based in Tunis Office
14. Prepare monthly payroll for national staff;
15. Provide Daily Assistance to supervisor in ensuring proper internal controls of finance are in place.
16. Liaise with IOM Libya staff in the sub office and main offices in daily execution of the payments and increasing of efficiency of program implementation;
17. Coordinate all accounting issues with other colleagues in the Finance Dept.
18. Prepare monthly funding requests for the office.
19. Bring to the attention of the RMO any relevant financial and budgetary issues.
20. Suggest improvements to internal controls and streamlining/efficiencies;
21. Provide guidance and training to new junior staff;
22. Perform such other duties as may be assigned

Required Competencies:

The incumbent is expected to demonstrate the following technical and behavioral

Accountability

• 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
• Keeps clients informed of developments and setbacks

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

Communication

• 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

• Actively seeks new ways of improving programmes or services
• Expands responsibilities while maintaining existing ones
• Persuades others to consider new ideas
• Proactively develops new ways to resolve problems

Leadership and Negotiation

• Convinces others to share resources
• Actively identifies opportunities for and promotes organizational change
• Presents goals as shared interests
• Articulates vision to motivate colleagues and follows through with commitments

Performance Management

• Provides constructive feedback to colleagues
• Identifies ways for their staff to develop their abilities and careers
• Provides fair, accurate, timely, and constructive staff evaluations
• Uses staff evaluations appropriately in recruitment and other relevant HR procedures
• Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations

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
• Adjusts priorities and plans to achieve goals
• Allocates appropriate times and resources for own work and that of team members

Professionalism

• 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

Teamwork

• 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
• Delegates tasks and responsibilities as appropriate
• Actively supports and implements final group decisions
• Takes joint responsibility for team’s work

Technical

• 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;
• Advocates incorporation of financial considerations into processes and procedures;
• Effectively applies knowledge of multiple financial disciplines to monitor and manage the work of staff