POST DESCRIPTION
Position Information
Position Title: Project Administrative Associate
Position Grade: G5
Duty Station: Mogadishu Office
Position Number: New Position
Job Family :Administration
Organizational Unit: 10014227 (Migrant Protection)
Reports directly to : 20092225 National Programme Officer, MPA
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 and it does so by providing services and advice to governments and migrants.
Under the overall supervision of the Programme Manager of the Migrant Protection and Assistance (MPA) Unit and the direct oversight of the National Programme Officer, Project Administrative Associate will be responsible for administrative and finance activities related to the Migrant Protection, Return and Reintegration (MPRR) and other MPA related programmes. These deliverables include but not limited to purchase requisition, payment processing, preparation of travel requests, review of financial reports from implementing partners, follow-ups on
Responsibilities and Accountabilities
- Assist the MPA team with daily administrative tasks related to all activities associated with the implementation of portlio including regional projects on MRP, the MPRR, and country projects at country level and sub-offices in Bossaso and Hargeisa.
- Ensure proper documentation of all activities related to the MRP, and MPRR projects and collect supporting documents to process procurement and finance related tasks in a timely manner, following up within the team and across departments where necessary.
- Ensure that all necessary supporting documents related to the provision of in-kind and cash-based reintegration under MPRR and other projects, including traditional AVRR arrangements, and services and vendors requests are provided before payment request is submitted to finance unit.
- In close coordination with Implementing Partners (IPs), collect, and review financial reports and supporting documentations prior to submitting them to respective finance focal points.
- Support logistical and administrative aspects of organization of workshops, trainings, accommodation, and other relevant events.
- Provide administrative and logistical planning support to staff and partners regarding duty travel, travel requests, security clearances, accommodation, official missions, and expense claims of MPA staff.
- Arrange MPA staff meetings, draft minutes and action points for each meeting and share them with direct supervisor and MPA Programme Manager.
- Maintain proper organization and documentation of all administrative and finance documents, follow ups, commitments, payments and other related tasks
- Follow up with MPA staff to submit necessary documents for clearance including travel requests, advance payments, separation forms, timesheets, etc.
- In close coordination with MPA team members, prepare IP agreements, service agreements, and review and validate financial reports and supporting documents for payment processing.
- Review financial reports and supporting documents from Migration Response Centers (MRCs) and other reception and transit centers in Mogadishu, Hargeisa, Berbera, and Bossaso.
- Perform any other duties as may be assigned.
Required Qualifications and Experience
EDUCATION
- Bachelor’s degree in accounting, Finance and Business Admistration from accredited academic institution with a minimum of three years of experience in similar role with UN, INGOs and related institutions.
- High School Degree/Certificate from an accredited academic institution with five years of professional experience
EXPERIENCE
- Professional experience in financial administration and prior experience in working with UN, INGOs and other associated agencies in Somali context.
- Strong experience in financial accounting and administration in massive portfolio.
SKILLS
- Knowledge in standard procurement, payment and administrative processing standards.
- Knowledge in minimum documentation required for payment processing.
- Knowledge in office package (Word, xl, ppt etc.)
- Good communication skills
Languages
REQUIRED Fluency in English.
DESIRABLE: Somali
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 – Level 1
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.
How to apply
For Internal Applicant
For External Applicant