Open to Internal and External Candidates
Position Title: Finance Assistant
Vacancy Number: SVN/IOMSO/064/2017
Duty Station : Nairobi, Kenya
Classification : General Service Staff, Grade G5/01
Type of Appointment: Short Term, six (6) months with possibility of extension
Organizational Unit: Somalia Stabilization Initiatives – Resource Management Unit
Direct Supervision: Resource Management Officer – SSI
Overall Supervision: Chief of Party – SSI
Estimated Start Date: As soon as possible
Closing Date: 31st July 2017
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.
Context:
Under the overall supervision of the of SSI Chief of Party IOM Somalia, and under the direct supervision of the Resource Management Officer (SSI RMO); IOM Somalia, the incumbent will be responsible for the accounts payable function in general; performing routine and specialized accounting tasks. The responsibilities will include:-
Core Functions / Responsibilities:
- Assist and provide technical support to the Accounts Unit staff, in particular with the data entry Into the PRISM accounting system;
- Reviewing all kinds of payments documents starting from PRF to payment requests and insures all the supporting documents are attached herewith;
- Responsible to submit all SSI payments signed by the authorized signatories to IOM Mission finance Unit for treasury entries and follow up with them in order to get payments released on time;
- Assist in preparing donor Financial Reports for SSI project upon central accounts closure by the Accounting Office (ACO).
- Assist in Preparing grant expenditure records reconciliations on a weekly basis between the SSI Finance records/PRISM and the DATABASE/OTI Anywhere;
- Perform SSI project reconciliation, working with IOM COS and Finance to verify that there are in agreement with PRISM, and verify all expense claims for correctness and ensure that all appropriate supporting documents have been provided and correct WBS assigned.
- Assist in reviewing 3rd party staff payroll and verify staff salaries are charged to the correct WBS
- Responsible to maintain log sheet of all SSI Grant payments and extract PRISM report of grants to reconcile with log sheet from time to time;
- Responsible to prepare RFPs related to operations and office; submit copies of RFPs of each grant payment to the Grant Unit; Inform all the units when cheques/bank transfers are ready;
- Maintaining a tracking record of all the payments generated within SSI and forwarded to Resource Management unit ;
- Review grant trackers and ensure GFCF and PCFs are generated for grants that are earmarked for closure
- Monitor compliance of project expenditure and procurement under IOM and USAID rules and regulations
- Travel to field offices to conduct training on policies and financial procedures for field staff and IPs when required.
- Coordinate with finance focal staff in the field to ensure petty cash for the field offices are liquidated and replenished on time.
- Post accounting transactions in SSI-IOM parallel tracking system (in excel) for eventual transfer to the DATABASE/OTI Anywhere;
- Assist the Senior Finance Assistant to ensure all the grants have been charged accurately and according to the budget;
- Provide guidance and training to new/junior staff.
- Perform other related duties within the incumbent’s capabilities that might be assigned by the supervisor.
Required Qualifications and Experience
Education
- University Degree in Accounting and Finance, Business Administration, Public Administration, or an equivalent combination of training and experience.
Experience
- At least two (3) years of relevant professional experience in a busy administrative and finance office/environment or four (5) years for candidates holding school certificate
• Thorough understanding of USAID Procurement and Logistics policies, rules and regulations;
• Demonstrated ability to maintain integrity in performing responsibilities assigned;
• Previous experience with UN and International Agencies, or NGO’s an advantage;
• Mature individual, able to work independently, under pressure, able to maintain accuracy, paying attention to details, meeting deadlines and working with minimal supervision.
• Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues
• Demonstrated ability to maintain integrity in performing responsibilities assigned.
• Previous work experience in grants or finance related field especially on USAID funded projects.
Languages
Fluency in English is required.
Required Competencies
Behavioural
- Accountability – takes responsibility for action and manages constructive criticisms
• Client Orientation – works effectively well with client and stakeholders
• Continuous Learning – promotes continuous learning for self and others
• Communication – listens and communicates clearly, adapting delivery to the audience
• Creativity and Initiative – actively seeks new ways of improving programmes or services
• Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
• Performance Management – identify ways and implement actions to improve performance of self and others.
• Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility;
• Professionalism – displays mastery of subject matter
• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
• Technological Awareness – displays awareness of relevant technological solutions;
Other
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.
How to apply:
Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number (SVN No) with three professional referees and their contacts (both email and telephone) to: [email protected].
Closing Date: 31st July 2017.
Only shortlisted candidates will be contacted. Women are encouraged to apply.
Posting period: From 24.07.2017 to 31.07.2017
More Information
- Job City Nairobi
