Admin and Finance Assistant II 87 views0 applications

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.

IOM is committed to a diverse and inclusive environment. Internal & External candidates are eligible to apply to this vacancy.

Background

Under the general supervision of the Resource Management Officer and the direct supervision of the Head of Sub-Office in Semera, the incumbent will be responsible for carrying out duties related to Administrative and Financial activities. In particular, he/she will be responsible for the following:

Core Functions / Responsibilities:

1. Assist in maintaining the filing system of all vouchers, financial, administrative and office documents including the files of IOM General Instructions, General Bulletins, Accounting Instructions, as well as for Instructions or Memoranda issued locally.
2. Establish payment and receipt vouchers according to standard procedures of the Organization.
3. Assist in processing payments on time, based on authorized claims or invoices in line with IOM travel regulations, and other relevant regulations and instructions. Ensure that claims, invoices and payment vouchers are complete including supporting documentation and authorizations before releasing payments.
4. Act as Petty Cash Custodian responsible for timely replenishment records of petty cash.
5. Assist the Administration & Finance Assistant III in the preparation of monthly financial statements and during verification audit exercise.
6. Assist in the preparation of travel authorizations and advise on allowances for staff members leaving on duty travel.
7. Follow-up the operational and travel advance to the staff
8. Assist in maintaining the administrative/HR records and procedures in the sub-office e.g. timesheets, personnel files, recruitment process & employment contracts etc. along with submission of relevant reports as and when needed.
9. Assist in implementation of necessary internal controls under all of the procedures & transactions performed at field level,
10. Monitor office/equipment maintenance, utilities and their invoicing. Monitors stock of office supplies and orders / requests replenishments when required;
11. Responsible for the inventory of office equipment verifies and certifies coding of supplies, equipment, and office machines. Checks and prepares inventory reports;
12. Any other duty within the incumbent’s capabilities as assigned by the Head of Office.
13. In consultation with HR unit in Addis Ababa, assist in maintaining and coordinating the administrative/HR records and procedures in the sub-office e.g. timesheets, personnel files, recruitment process & employment contracts etc. along with submission of relevant reports as needed.
14. In coordination with HR unit in Addis Ababa, assist in facilitating recruitment processes of on call staff (SST – Daily/Hourly) as assigned.
15. Prepare payroll for SST- Daily and Hourly staff in the sub-office on a monthly basis and ensure on time payment.

Job Requirements

Education

• College Degree or Diploma in Accounting/Business Administration or alternatively an equivalent combination of relevant training and experience

Experience

• A minimum of two years’ experience for degree holders or four years’ experience for diploma holder in Administration, finance and accounting
• Experience in NGOs & International organizations is an asset
• High level of computer literacy is required, in particular experience in computerized Accounting or Human Resources systems and software; good knowledge of MS Office specifically Excel and
• Ability to coordinate administrative activities

Languages

• English, Amharic and Afari language skills required
• Knowledge of other local languages is advantageous

Competencies:

• 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;
• Resource Mobilization – works with internal and external stakeholders to meet resource needs of IOM (optional depending on position level)

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 are invited to submit their application/ motivation  letter enclosed with only detail CV written in English  via our e-mail address [email protected], by December 29, 2019 at the latest, referring the position title and Vacancy number in the subject line of your email; no photocopies of educational/training certificates is required at this stage; applicant who doesn’t follow the required application procedure will automatically be disqualified from the competition.

Only shortlisted candidates will be contacted.

We strongly encourage qualified women to apply