Project Admin & Finance Assistant-OIM عودة إلى الفرص

Position Title:                             Project Admin & Finance Assistant

Duty Station:                               Tunis, Tunisia

Classification:                              G5

Type of Appointment:              One Year Fixed-Term (12 months)

Estimated Start Date:               ASAP

Reference Code:                        VNTN2023-004

Organizational Context and Scope:

Established in 1951, IOM is a Related Organization of the United Nations. Dedicated to promoting humane and orderly migration for the benefit of all, IOM provides services and advice to governments and migrants. As the leading UN organization in the field of migration, IOM works closely with its governmental, inter-governmental and non-governmental partners on capacity building and advocacy for policy and legislative practices to ensure the protection of migrants.

Under the overall supervision of the Chief of Mission and of the Resource Management Officer and the direct supervision of the Project Manager/Head of the Protection and Health Unit, the successful candidate will be responsible for providing effective and efficient financial support to the Protection and Health Unit.

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

Core Functions / Responsibilities:

1. Assist to support the Protection and Health Unit in managing the financial aspects of the projects of the unit in the area of protection, health, counter-trafficking and irregular migration in compliance with IOM’s standards and procedures, as well as donor requirements;
2. Assist the PM in the control and monitoring of the projects activities and budget consumption by providing the Head of the Unit with monthly financial monitoring reports, ensuring that the project specific conditions are reflected in the actual expenses documentation.
3. Assist to Verify that project expenses respect 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;
4. Assist in reviewing and analyzing all financial reports and supporting documents submitted by partners;
5. Assist in developing budgets for new projects matching the project needs as described in the narrative project proposal;
6. Assist to plan for the preparation of financial reports in line with project deadlines for submission of reports, assist in preparing financial reports for regular donor reporting for the projects of the unit, and liaise with IOM Tunisia Resource Management Office and with relevant regional offices responsible for reviewing the reports;
7. Assist the PM in generating Budget monitoring reports from SAP and in financial budget revisions, for monitoring and reporting of assigned projects, or for summarizing activities and expenses and analysing the variances of actual expenditures against budgets;
8. Bring to the attention of the supervisors any relevant financial and budgetary issues and propose remedial actions;
9. Ensure timely coordination with the procurement and finance units for the follow-up of all the financial aspects of the activities related to Protection and Health Unit project implementation, including follow-up on conclusion of contracts with service providers, on procurement of required items, on submission of payment request and on processing of payments, timely settlement of operational and travel advances with a view to contributing to ensuring the timely payment to all suppliers;
10. Assist in creating and maintaining a proper documentation and systematic tracking and filing systems of financial & project documents including the maintenance of the classification system (Hard/Soft copies) and databases of the relevant documents;
11. Perform any other 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: maintain 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 – behavioural 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

• Bachelor’s degree or Equivalent, or higher, in Business Administration, Finance, accounting or other related field from an accredited academic institution, with at least three years of relevant professional experience; or
• High school diploma with five years of relevant professional experience.
• Experience in financial management, accounting, budgeting.
• Experience in administration and technical assistance to executives is an asset.
• Knowledge of SAP accounting system, generally accepted accounting principles and audit/review procedures is an asset.
• Prior work experience in an international organization and/or non-governmental organizations (NGO) is an advantage. Work with the private sector is also appreciated.
• Experience in Migration is desiderable.

Skills

• Capacity to work effectively and harmoniously within people at different levels within and outside organization and with colleagues from varied cultures and professional backgrounds;
• Candidate should be highly motivated with dynamic personality and the ability to work under pressure to meet deadlines;
• Ability to draft correspondence and communicate effectively;
• High level of computer literacy (MS Office Word, Excel and Outlook); experience in handling web-based management system;
• Ability to analyse and interpret source information and data; capable of designing, reviewing and revising business processes to achieve efficiency;
• Strong organizational and planning skills;
• Excellent time management skills;
• Attention to details and problem-solving skills;
• Capacity to work effectively and harmoniously within a team of colleagues from varied cultures and professional backgrounds.

Languages:

Fluency in French, English and Arabic (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