International
Organization for Migration (IOM)
I.
Position Information
Vacancy
Number: IOMKE/SVN/029/2016
Position
title: Administrative
and Finance Assistant
Duration
of Contract: One
Year Fixed Term Contract (with possibility of extension)
Seniority band: Band IV
Job
family: Resource
Management
Organizational
unit: Regional
Resource Management
Position rated:Yes
Reporting
directly to: Senior
Regional Finance Assistant
Overall supervision by: Senior
Regional Resource Management Officer (RO Nairobi)
Managerial
responsibility: No
Directly
reporting staff: N/a
II.
Organizational Context and Scope: Under
the overall supervision of the Senior Regional Resource Management Officer and
direct supervision of Senior Regional Finance Assistant, the incumbent will be
responsible for the carrying out of administrative and financial tasks at IOM’s
Regional office in Nairobi, Kenya.
The
role is multi-faceted and entails a range of different responsibilities.
III.
Responsibilities and Accountabilities
- In
coordination with the HR Unit of IOM Kenya Country Office, review and
process requests for entitlements to the Staff; - Update
the RO calendar by recording leave requests, TDY’s, meetings, trainings
and Workshops;
2. Administrative & Financial tasks
- Create
and maintain an orderly filing system – both electronically and in hard
copy according to IOM general guidelines; - File
and update IOM General Instructions, General Bulletins, Accounting Code
Procedures, as well as for Instructions or Memoranda issued locally; - Prepare
settlement of travel authorizations and ensure that calculations in
expense claim are conforming to the travel rules and regulations; - Assist
RO staff in booking their travel with Operations department, raise their
TA’s and security clearance and ensure that they are duly authorized; - Review
the vendor accounts of RO staff, follow up with staff to provide the
necessary documentation needed to clear and maintain their vendor
accounts; - To
be custodian of RO’s stationary stock including taxi books and office
supplies and maintain log for the same.
3. Logistics / Procurement
- Assist
the Senior Regional Finance Assistant in organizing trainings, workshops
and meetings; - Assist
with preparing and updating the RO Asset office inventory, including
verifying and certifying coding of RO assets in PRISM; - Follow-up
with procurement staff and ensure timely delivery of requested supplies
and materials and keep the concerned staff informed on the status of the
delivery; - Perform
such other duties that may be assigned
The
incumbent is expected to demonstrate the following technical and behavioural
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
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- Learns
about developments in available technology - Proactively
identifies and advocates for cost-efficient technology solutions - Understands
applicability and limitation of technology and seeks to apply it to
appropriate work
- Establishes
realistic resource requirements to meet IOM needs
- Adapts
best Human Resources practices to the requirements of IOM to facilitate
the achievement of strategic objectives - Effectively
applies knowledge of relevant Human Resources practices and recognizes
their application within the existing IOM processes - Delivers
Human Resources solutions customized to the needs of IOM
V. Education and Experience
- High
School Diploma, holding CPA 2 (Having completed sections 1 to 4) or other
relevant accounting qualifications with at least 4 years of prior work
experience. - Prior
work experience in an international organization an added advantage. - Strong
interpersonal and intercultural skills. Mature individual, able to work
independently, pays attention to detail and meets deadlines. - Demonstrated
ability to maintain accuracy and confidentiality in performing
responsibilities. - Ability
to work under pressure and with minimum supervision. - Proficiency
in computer skills, especially in MS Office products (Excel, Outlook, Word
etc.). - Prior
experience in usage of SAP an added advantage.
- Well
written and Spoken English and Kiswahili - Advantageous:
French
Submit
cover letter and CV including daytime telephone and e-mail address to:-
International Organization for Migration (IOM),
Human
Resources Department,
P.O.Box
55040 – 00200,
or
send via e-mail to hrnairobi@iom.int
No
Fee: The
International Organization for Migration (IOM) does not charge a fee at any
stage of the recruitment process (application, interview meeting, process or
training).
IOM
does not concern itself with information on applicants’ bank details.
Only shortlisted applicants will be contacted
0 Comments