Project Admin and Finance Assistant – IOM عودة إلى الفرص

Position Title: Project Admin and Finance Assistant
Duty Station: Tunis, Tunisia
Classification: G5
Type of Appointment: One Year Fixed Term contract;
Estimated Start Date: ASAP
Reference Code: VATN2021-002

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 Senior Project Manager, and the Monitoring Evaluation and Research Officer and under the direct supervision of the National Resource Manager Officer , working closely with the Migration and Development unit (M&D) 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 the Migration and Development Unit and relevant projects.

Core Functions / Responsibilities:

The Project Admin and Finance Assistant will undertake the following tasks:

• Support the Migration and Development (M&D) unit in the overall implementation, monitoring and reporting of the activities related to Migration and Development, in compliance with IOM’s standards and procedures, as well as donors administrative, legal and procedural requirements;
• Assist in the control and monitoring of the projects activities and budget consumption by providing the Project Managers with periodic reports, ensuring that the project specific conditions are reflected in the actual expenses documentation.
• Verify that project expenses taking into account the Donor’s eligibility criteria and that expense documentation is complete and in line with the donor’s requirements both for the financial as well as the administrative documentation that make up the requests for reimbursement, including for IOM project partners. Identify inconsistencies and recommend appropriate course of action
• Assist in reviewing and analyzing all financial reports submitted by partners; verify compliance with the requirements as per grants agreement
• Assist the organization and participation in meetings with key local stakeholders (local Government institutions, CSOs, etc.) and the private sector, inter alia, taking minutes of the meetings, brief notes/notes for the file;
• Prepare training work plans including logistics and budget. Support the Project Manager in managing the training costs and project budget lines and tailor the training programs as necessary;
• Bring to the attention of the supervisor any relevant financial and budgetary issues and propose remedial actions;
• 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;
• Support the timely coordination of the financial aspects of the activities related to Migration and Development Unit, 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 M&D 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 signature, 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;
• Arrange the M&D Unit 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 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: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates 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.

Teamwork

• Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Establishes strong relationships with colleagues and partners; relates well to people at all levels.
• Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
• Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
• Coordinates own work with that of the team to meet agreed priorities and deadlines.

Delivering results

• Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Produces quality results and provides quality services to clients.
• Meets goals and timelines for delivery of products or services.
• Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
• Shows understanding of own role and responsibilities in relation to expected results.

Managing and sharing knowledge

• Continuously seeks to learn, share knowledge and innovate.
• Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
• Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
• Puts new learning into practice and draws on diverse sources of ideas and inspiration.
• Contributes to the identification of improvements to work processes and assists in implementing them.

Accountability

• Takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Accepts personal responsibility for quality and timeliness of work.
• Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
• Operates in compliance with organizational regulations and rules.
• Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.

Communication

• Encourages and contributes to clear and open communication.
• Explains complex matters in an informative, inspiring and motivational way.
• Presents information using language and sequence of ideas that is easy for recipients to understand.
• Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
• Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
• Listens carefully and genuinely to the views and positions of others; acts on received information.