Finance and Administrative Assistant At International Organization for Migration

Vacancy Announcement – SVN/BW2021/01

Vacancy/Reference Number: SVN/BW2021/01

Position Title: Finance and Administrative Assistant

Duty Station: IOM Gaborone, Botswana

Position Grade: G4 (UN Salary scale for General Services in the Republic of Botswana)

Type of Appointment: SST, 9 months with possibility of extension

Closing Date:10th October 2021

Established in 1951, International Organization for Migration (IOM) is the leading UN agency in the field of migration, works closely with governmental, intergovernmental and nongovernmental 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.**

Context and Scope:

Under the overall supervision of the Programme Officer/Head of Office and under technical supervision of Senior Regional Resource Management Officer, the incumbent will be responsible for carrying out Financial and administrative tasks at IOM’s country office in Botswana. The role is multi-faceted and entails a range of different responsibilities.

Core Functions / Responsibilities:

1. Ensure all transactions are recorded and reconciled on daily basis;
2. Assist in closing the monthly accounts through PRISM by ensuring all transactions are recorded in a timely manner;
3. Review Travel Authorization (TA) and process request for DSA advance, settlement of travel expense claims (TEC);
4. Assist in analysing and reconciling various Service Providers Accounts such as phone accounts, mobile phone bills, accommodation bills and IOM invoices with a view to ensure that: invoices are correct, projects are charged a true and fair cost of their usage, any private usage is duly recovered /reimbursed;
5. Prepare all requests for review by Head of Office and Resource Management at the Regional Office before processing payments and ensure they are duly completed, certified and authorized; and make sure that the necessary supporting documents are provided before payment is made;
6. Assist in maintaining the mission’s accounts, including entering of payments, receipts and non-cash vouchers in the accounting system; ensuring integrity of all data posted in PRISM and PRIMA;
7. Assist with the preparation of reports and other relevant documentation for the Mission to the relevant HQs Departments and/or Administrative Centres, as appropriate;
8. Assist with the preparation of the budget performance reports; identifying variances between approved budgets and actual expenditures and bring to the attention of the supervisor any material discrepancies;
9. 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
10. 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.
11. 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.
12. Bring to the attention of the National Programme Officer/Head of Office any relevant resource management issue and propose corrective actions;
13. Perform such other duties that may be assigned by the National Programme Officer/Head of Office and RO RM.

Required Qualifications and Experience

Education

· BA Degree in Accounting, Business Management or Financial Management, administrative services with two years work experience in the Admin and Finance field

· Completed Diploma/High School certificate in the aforementioned field of study with four years of relevant experience

Experience

· Experience in managing diverse procurement, supply chain and logistics operations;

· Experience in training and managing large teams of co-workers, managing vendors and suppliers;

· Extensive knowledge of IOM/UN internal procurement and financial rules, as well as IOM’s system and processes as they apply to procurement and logistics;

· Experience and knowledge on supply chain management solutions.

Skills

· Excellent level of computer literacy and good knowledge of SAP/PRISM required;

· Strong communication, organizational and interpersonal relationship skills.

· Hard working, good team player, dedicated, ability to monitor and follow up on pending matters.

· Ability to meet deadlines and work under pressure with minimum supervision;

Languages

Fluency in English is required. Knowledge of local languages.

Required Competencies

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

Values

All IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

• 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.

Core Competencies

• 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 action 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.

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