Administrative and Finance Assistant Job in Nairobi, Kenya - NGO

International Organization for Migration (IOM)
 
I. Position Information
 
Vacancy Number: IOMKE/SVN/029/2016
 
Position title: Administrative and Finance Assistant
 
Position grade: G4
 
Duty station: Nairobi, Kenya
 
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
 
Subject to rotation: No

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
 
1) Human Resources
  • 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 
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
Professionalism
  • 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
Technical
  • 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.
VI. Languages Required
  • Well written and Spoken English and Kiswahili
  • Advantageous: French
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

Note
 
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