Junior Administrative and Finance Assistant-IOM عودة إلى الفرص

Position Title: Junior Administrative and Finance Assistant Duty Station: Zarzis, Tunisia 

Classification: G3 

Type of Appointment: One Year Fixed Term contract (12 months with the possibility of  extension)  

Estimated Start Date: ASAP 

Reference Code: SVNTN2022-038 

Organizational Context and Scope: 

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. 

Under the overall supervision of the head of the Resource Management Unit (RMU) and direct  supervision of the National Resource Management Officer, with the guidance of the head of  sub-office , 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. 

More particularly, the successful candidate will assume the functions and the following responsibilities:

Core Functions / Responsibilities: 

1. Provide clerical support to the finance office on its daily administrative and financial activities  
2. provide assistance for the smooth daily running of the administrative functions in a timely  fashion, and in accordance with the Mission’s regulations and procedures; 
3. Maintain orderly the stamp and signature of the payments received. 
4. Prepare & Post accounting transactions to the Office, follow up with relevant staff for the  missing documents (if any), and provide general logistic support such as photocopying and  scanning documents, vouchers prepared by the unit, etc. 
5. Provide support in maintaining an efficient filing & E-filling system for vouchers/financial  documentation/receipts and ensure their timely filing & E-filling in chronological order; 
6. Provide support in verifying invoices, and supporting documentation and that the goods or  services they refer to were duly received or provided in line with IOM financial management  rules and procedures before proceeding with payment request;  
7. Provide assistance for processing all staff services such as travel, expense claims,  document retrieval, etc;  
8. Provide support to the finance assistant team in ensuring that proper and systematic  completion of all posted payments and other accounting documents according in line with  IOM financial management rules and procedures; 
9. Assist in organizing and preparing vouchers as needed during audits. 
10. Keeping confidentiality matters as defined by the mission’s requirements. 
11. Assist the finance assistant in maintaining accuracy in related to financial tracking and record  keeping of the daily projects and financial activities.  
12. Provide support in preparing financial reporting & Monitoring for the projects so that project  commitments and expenditures are tracked according to IOM standards. 
13. Assist in timely clearing and follow-up for mission vendor maintenance 
14. Assist in monthly and yearly end closures of accounts. 
15. Handle main/sub-office petty cash accounts and ensure all cash posting and supporting  documents are complete in line with IOM Financial management rules and procedures 
16. Such other duties as may be assigned 

Required Competencies: 

The incumbent is expected to demonstrate the following values and competencies: 

The incumbent is expected to demonstrate the following values and competencies:

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

• Inclusion and respect for diversity: respects and promotes individual and cultural  differences; encourages diversity and inclusion wherever possible. 
• Integrity and transparency maintain high ethical standards and act in a manner  consistent with organizational principles/rules and standards of conduct. • Professionalism: demonstrates the ability to work in a composed, competent and  committed manner and exercises careful judgment in meeting day-to-day  challenges. 

Core Competencies – behavioral indicators level 1 

• 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. 

Required Qualifications:  

Education & Experience & skills: 

High School Degree/Certificate degree, preferably in business administration, or other similar  domain from an accredited academic institution and three years of relevant professional  experience; or bachelor’s or Equivalent or Higher degree in the above fields with one year of  relevant professional experience. In addition to: 

• Experience in administration and technical assistance to executives an asset • Strong organizational and planning skills 
• Excellent time management skills 
• Capacity to work effectively and harmoniously within a team of colleagues from varied  cultures and professional backgrounds 
• Demonstrated ability to communicate clearly and effectively; 
• Strong interpersonal & intercultural skills with an attention to detail; 
• Team player; 100% integrity 
• Excellent computer skills, especially in MS Office;
• Experience in PRISM SA is an asset 

Languages: 

Fluency in French, Arabic, and English (written and spoken) is required.  

Other: 

• Appointment will be subject to certification that the candidate is medically fit for  appointment, accreditation, any residency or visa requirements, and security  clearances. Vaccination against COVID-19 is required. This will be verified as part of the  medical clearance process. 

ADDITIONAL INFORMATION : 

• Incomplete applications will not be considered. Applications received after the closing date will not be accepted. 
• Any offer made to the candidate in relation to this vacancy notice is subject to funding  confirmation. 
• The list of accredited institutions can be found at https://www.whed.net/home.php