Short
Term Vacancy Notice
Vacancy Open To Internal and External Candidates
Terms of Reference
I. Position InformationVacancy Open To Internal and External Candidates
Terms of Reference
Vacancy Notice: IOMKE/VN/16/2013
Position title: Senior Regional Finance Assistant
Position grade: G6
Duty station: Nairobi, Kenya
Duration of Contract: 6 months, with possibility of extension
Seniority band: Band III
Job family: Support
Organizational unit: Finance
Position Number: Office of the Regional Director
Position rated : Yes
Subject to rotation: No
Reporting directly to: Regional Resource Management Officer
Overall supervision by: Regional Director
II. Organizational Context and Scope
Under the overall guidance of the Regional Director (RD) in the mission with Regional functions in Kenya and the direct supervision of the Regional Resource Management Officer (RRMO), the incumbent will be responsible for providing specialized budgetary, financial, human resource and administrative support to the countries under the Regional Office in Kenya.
The incumbent will also work closely with Resource Management colleagues in the Region to ensure compliance with the IOM and the donors’ financial rules and regulations, and to carry out the following duties and responsibilities:-
III. Responsibilities and Accountabilities
- Provide
specialized assistance to the RRMO in ensuring first-line support ,
guidance and training in the region with respect to IOM's policies and
procedures relating to administrative, financial, HR, IT and procurement
matters
- Provide guidance
and support in the implementation of appropriate processes, mechanisms and
internal controls in the Country Offices within the region.
- Advise on risk
management of projects and offices in the region and inform RRMO/RD
accordingly and suggest and initiate remedial actions.
- Monitor the
financial management function in the region to address issues relating to
accounting, budgeting and treasury matters in a timely fashion.
- Ensure timely submission
of necessary financial and human resources reports and documentation of
the Country Offices within the region to relevant HQ Departments and to
MAC/PAC, as appropriate.
- Inform the RRMO
of urgent financial, personnel and other resource needs or of risks
resulting from resources mismanagement or fraud pursuant to established
rules and instructions.
- Provide Support
to the RRMO in managing the human resources function of Country Offices
within the region. In coordination with PAC, as appropriate, exercise
responsibility for recruitment, retention, separation and promotion of
national staff in the Regional Office.
- Identify
resource management-related training needs of the region; assist Chiefs of
Missions of Country Offices in promoting career development of staff under
their supervision in accordance with Human Resource policies; undertake
staff evaluation for staff in the Regional Office.
- Provide support
to the RRMO in Addressing safety and security management of IOM personnel,
facilities and assets in the Regional Office; provide safety/security
oversight of Country Offices within the region, in coordination with the
UN DSS and/or IOM’s SSU.
- Work closely
with the RRMO in ensuring the establishment and regular update of Business
Continuity Plans (BCP) in the Regional Office as well as Country Offices
within the region.
- Perform such
other duties as may be assigned
IV.
Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies:
Behavioural
Accountability
- 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;
- effectively
applies knowledge of multiple financial disciplines to monitor and manage
the work of staff.
Professionalism
- 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
incorporate of financial considerations into processes and
procedures;
- 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.
Technological
Awareness
- 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.
Resource
Mobilization
- establishes
realistic resource requirements to meet IOM needs; builds stable strategic
alliances with relevant parties;
- identifies
sources of and secures funding from external stakeholders to meet the
needs of IOM.
Technical
V. Education and Experience
- Completed
Bachelor’s degree from an accredited academic institution, preferably in
Accounting or Business Administration, with a professional certification
as chartered accountant or certified public accountant.
- Minimum five
years of professional experience in finance, accounting, budgeting and
business administration.
- Good knowledge
of human resources management.
- Experience in
liaising with country missions, governmental and diplomatic authorities as
well as with international institutions.
- Knowledge of
IPSAS and SAP highly desirable.
- Previous working
experience in resource management capacity in an IOM office, and knowledge
of IOM accounting systems, software and procedures a distinct advantage.
VI.
Languages
- English
Mode
of Application:
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, Nairobi, Kenya or send via e-mail to hrnairobi@iom.int
Closing Date: 20th June, 2013
Only shortlisted applicants will be contacted