IOM LIBYA mission in TUNIS recrute un Senior Administrative and Finance Assistant Retour vers les opportunités

Position Title: Senior Administrative and Finance Assistant

Duty Station: Tunis, Tunisia

Classification: G6

Type of Appointment: Special Short Term for 6 months with possibility of extension.

Estimated Start Date: As soon as possible

Closing Date: 02 February 2017

Reference Code: LY20-2016-015

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 Chief of Mission and the direct supervision of the Resource Management Officer, the incumbent will be responsible for carrying out budgetary and financial activities of the mission.

Core Functions / Responsibilities:

• Create and revise project structures including adding new business areas or new WBSs and follow up with PCST for the release.
• Assist in the preparation and coordination of BNP for new and old projects for the mission and ensure that this is uploaded in PRISM.
• Review all incoming request for payment and ensure that supporting documents are in line with IOM Financial rules and regulations before sending for approval.
• Ensure proper recording of transactions in PRISM and maintain the quality of GL in an effective and efficient manner
• Coordinate and review monthly payroll process and ensure that salaries paid to staff are properly reviewed and compared to previous month’s payroll. Ensure that salaries are paid on-time without delay.
• In coordination with relevant colleagues in Finance, perform and assist month-end closure, bank reconciliation and other related PRISM tasks during the account closure; propose adjustments as required.
• Proper control of the supporting documents for payments and financial reports to be in line with IOM financial rules and regulations and donor requirements.
• Assist the RMO in preparing new budgets in coordination with relevant Heads of units in the mission.
• Review all operational cash advance and ensure that no advance will be given if outstanding advance are not yet liquidated
• Review all financial related documents from IOM Libya offices and ensure that transactions are coded accurately and in a timely manner
• In coordination with other Finance colleagues, perform and assist in the clearing of outstanding advances (staff vendor and supplier) to ensure that outstanding receivables are cleared in 2 months period
• Monitors charges to mission’s WBS(s) for common services such as utilities, phone bills and rent and ensure cost recovery taking into account maximum cost efficiency for IOM’s interest.
• Liaise with relevant units in HQ or MAC with regard to financial activities as and when necessary.
• Suggest improvements to strengthen internal control mechanisms, provide inputs for new procedures to complement or to adapt existing instructions in an effort to streamlining operations
• Provide procedural and technical support/guidance to other units in the mission
• Provide training and guidance to new/junior staff in the unit.
• Draft or prepare correspondence to respond to financial inquiries.
• Perform any other duties as may be assigned by the supervisor
• Undertake any other duties within the incumbent’s capabilities that might be assigned by the RMO and Procurement Officer.

Required 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
• 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