Admin and Finance Assistant – Local position At International Organization for Migration

Job Title: Admin and Finance Assistant

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

Vacancy/Reference Number : VN/NA2023/01

Position Title : Admin and Finance Assistant

Duty Station : IOM Windhoek, Namibia

Position Grade : G5 (UN Salary scale for General Services in Namibia)

Type of Appointment : Fixed term, one year with possibility of extension

Closing Date : 9th April 2023

Under the direct supervision of the Head of Office and guidance of the Regional Resources Management Unit (RRMU), the candidate will contribute to the effective administrative, human resource and finance functions in the office in support of the Namibian Government, CSO’s and NGO, including functions of the overall office structure.

Responsibilities and Accountabilities

1. Assist in managing financial resources by monitoring and controlling assets, reserves, funds, supplies, etc. in accordance with IOM rules and regulations;
2. Assist in preparing annual budget submission and revisions including estimating staff cost as well as rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses, to include in the budget;
3. Extract and input data from various sources in financial or accounting systems;
4. Assist providing guidance in accounting, budget and financial related issues;
5. Assist in the preparation of the payroll by executing validity checks on monthly payroll results;
6. Reviews all types of payments starting from purchases to payment requests verifying that they are duly authorized and all the supporting documents are attached therewith;
7. Create new Vendor Accounts in PRISM;
8. Verify vendor claims for accuracy and conformance with IOM finance policies and instructions;
9. Perform claim verifications against documentation to ensure that purchases/services are properly authorized and that the goods have been received or services rendered;
10. Assist in the preparation of budget, accounting, financial, statistical reports and other reports as required;
11. Provide assistance to all staff services such as travel, expense claims, document retrieval, etc.;
12. Ensure proper and systematic completion of all posted payments and other accounting documents according to the established standards;
13. Ensure timely reconciliation and submission of VAT returns.
14. Assist in management and handling of HR related matters; General HR functions with regard to staff and non-staff recruitment, record and control attendance (timekeeping), insurance management, staff benefits, staff evaluation, retention, promotion and separation of staff in accordance with IOM rules and regulations
15. Prepare Mission payroll and ensure salaries are correctly allocated to projects consistent with IOM’s projectization criteria. Ensure payroll is reviewed and approved by the Head of Office and the other bank signatories before bank transfers are done to the respective staff accounts.
16. Coordinate with IOM Regional Resources Management Unit on logistics/procurement related issues; vendor and inventory databases and ensure proper inventory tracking systems are in place; purchase orders / contracts and ensure all approvals are obtained.
17. Participate in meetings of various platforms like UN thematic groups
18. Responsible for the Petty Cash of the office; and,
19. Perform other related duties as required

Required Qualifications and Experience

EDUCATION

Diploma/Bachelor’s degree in Business Administration, Accounting, Finances, or related fields with three years of relevant professional experience

High school degree/certificate in the aforementioned field with 5 years of relevant professional experience.

EXPERIENCE

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP and Oracle is a distinct advantage;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

SKILLS

• High level of computer literacy (MS Office Word, Excel and Outlook)
• In depth knowledge of the broad range of migration related subject areas dealt with by the Organization; and,
• Knowledge of UN and bilateral donor programming
• Ability to write clearly and concisely including activity reports
• Excellent skills in drafting, editing and graphic design;
• Strong interpersonal skills and ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds;
• Personal commitment, initiative, drive for results, sensitivity and personal skills
• Excellent writing and organizational skills, and attention to detail

Languages

REQUIRED

Fluency in English is required

DESIRABLE

Working knowledge of IOM official languages will be an added advantage

Competencies

The incumbent is expected to demonstrate the following values and competencies:

VALUES – All IOM staff members must abide by and demonstrate these five values:

Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.

Integrity and transparency: Maintains 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.

Courage: Demonstrates willingness to take a stand on issues of importance.

Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

CORE COMPETENCIES – Behavioural indicators

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 actions and delegated work.

Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Additional Notes:

IOM is committed to a diverse and inclusive environment. External and internal candidates are eligible to apply for this vacancy. For the purpose of the vacancy, internal candidates are considered as first- tier candidates and will be given priority over external applicants if they meet the minimum requirements.

The appointment is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and obtains nationality ID or valid residency/work permit.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.