Vacancy Notice: IOMKE/VN/33/2013
Position Title: Finance
Assistant II
2 Positions
Duty Station: Nairobi
Duration of Contract: Six
months with a possibility of extension
Seniority Band: Band IV
Job Family: Support
Organizational Unit: Finance
Position Rated: Yes
Subject to Rotation: No
Reporting directly to Senior Finance Assistant
Overall supervision by National Finance Officer
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.
Responsibilities and Accountabilities
Under the overall supervision of the Resource Management Officer
and the National Finance Officer and under the direct supervision of the Senior
Finance Assistant, the incumbent will be responsible for performing routine
administrative/financial functions such as processing of invoices, payment of
bills and assisting in reconciliation of accounts in connection with IOM
activities in IOM Nairobi.
In particular the incumbent will:
1. Post accounting transactions in SAP accounting system and
process payments through electronic banking systems.
2. Maintain a filing system and to ensure proper custody of
financial documents - vouchers, bank correspondence etc.
3. Prepare cheques (supported by sufficient authorized
documentation) and hand them over to the cashier, after mandatory signatures
and maintain safe custody of the currently used cheque books.
4. Process payments for the mission’s telecommunication, postage
and taxi costs i.e. landline, mobile, e-mail leased lines, sat phones with a
view to ensure:-
a) Activities/Projects are charged the true cost of usage.
b) Correct accountability for the personal calls made.
5. Invoice staff and third parties for non-official use of IOM
resources such as vehicles, telephone and charter flights and to follow up for
payment.
6. Prepare bank reconciliations on a monthly basis and month end
closure processes.
7. Suggest improvements to existing internal controls in order
to safeguard the mission’s financial assets.
8. To be the custodian of the Finance Unit’s stationery stock
(including receipt books and taxi books) and office supplies & maintain a
Log for the same.
9. Prepare and dispatch monthly accounts to Headquarters.
10. Perform any other duties that may be assigned from time to
time.
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
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
·
Proactively develops new ways to resolve problems
·
Leadership and Negotiation
·
Convinces others to share resources
·
Presents goals as shared interests
Performance Management
·
Provides constructive feedback to colleagues
·
Provides fair, accurate, timely, and constructive staff
evaluations
·
Uses staff evaluations appropriately in recruitment and other
relevant HR procedures
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
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
·
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
·
Actively supports and implements final group decisions
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
Technical
·
Effectively applies knowledge of IOM policies and procedures in
execution of responsibilities at appropriate level
Education and Experience
·
Completed Secondary School Diploma with Certified Public
Accountants (CPA) qualification - up to level 2 (Having completed sections 1 to
4) or other relevant accounting qualifications.
·
At least 4 years of prior work experience in a busy accounts
office.
·
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 (Excel,
Outlook, Word etc).
·
Prior experience in usage of SAP an added advantage.
Languages
Required: Excellent written and spoken English and Kiswahili
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: 12th November, 2013
Only shortlisted applicants will be contacted
