Administrative and Finance Assistant – Mogadishu, Somalia 47 views0 applications

SPECIAL VACANCY NOTICE

Position Title **: Administrative and Finance Assistant**

Vacancy Number : SVN/IOMSO/017/2018

Duty Station : Mogadishu, Somalia

Classification : General Service, Grade G5

Type of Appointment Short term, six (6) months with possibility of extension

Direct Supervision Project Officer (LHD)

Overall Supervision : Head, Labour Mobility and Human Development (LHD)

Estimated Start Date : As soon as possible

Closing Date : 26 April 2018

Context:

Since 2006, IOM has been implementing a range of humanitarian and development projects in all regions of Somalia.

The Labour Mobility and Human Development (LHD) unit in Somalia focuses its interventions on youth empowerment, increased regulation of recruitment, enhancement of institutional capacities, and adoption of measures to maximize migration outcomes and diaspora engagement and investment.

Its largest programme, Migration for Development in Africa (MIDA) is a capacity- building programme, which transfers skills from African diaspora experts back to Africa. MIDA programmes in Somalia aim to build the capacity of Somali institutions through Somali diaspora skills transfer. To date, the programme has placed more than 480 Somali experts throughout the three regions at various ministries and institutions including sectors such Justice, Public Financial Management, Health and Education.

The area of Youth Empowerment initiatives aims at building the capacity of the youth to access diversified livelihood and employment opportunities through the facilitation of strategic skills development schemes as well as employment and business opportunities. Another area that LHD is looking to implement activities in are Remittances and Entrepreneurship: maximizing the economic gains of remittances for small and medium enterprises and strengthening the Government’s capacity to implement new policies, collect data on remittances; inform the diaspora on remittance investment opportunities; and improve financial literacy among local communities establishing associations to match migrants’ remittances with international funds to develop small-scale businesses. The LHD Division also coordinates Migration Governance activities within the IOM Somalia mission and provides support to the Government to develop and operationalize a migration policy framework. This includes technical support in the establishment and capacity-building of the government-led Taskforces on Migration Management.

*Core Functions and Responsibilities:*

1. Provide administrative support to the work of LHD staff, implementing partners andservice providers in all LHD project sites;
2. In close coordination with Project Officers and LHD’s field team, prepare monthly payments for the Migration for Development in Africa (MIDA) programme participants and ensure timely payment based on the deliverables as per the contract;
3. Closely liaise with HR assistant in ensuring creation of procurement orders for new recruitments;
4. Follow up on timely disbursements of funding to MIDA participants and implementing partners as per contract/agreements and control utilization against budget;
5. Regularly monitor and review budget lines to ensure that all active projects are utilizing the correct budget lines;
6. Extract and review monthly finance reports of all LHD to monitor burn rates, ensuring accuracy of staff, office and operations expenditures and provide the Head of Unit with monthly project budget reports;
7. Prepare monthly projections and share with field finance offices;
8. Maintain electronic and hard copy filing systems, and support re-organizing the filing system as needed;
9. Support logistical and administration aspects of organization of workshops, trainings and other events;
10. Manage administration for existing resources such as assets/inventory items, office/guesthouse facilities, motor vehicle fleet, etc., estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services;
11. Provide administrative and logistical planning support to staff and partners regarding duty travel, travel authorizations, security clearance, accommodation, and expense claims;
12. Assist in the development of annual administrative plans, contribute to longer term strategies and improvements to administrative policies, systems and procedures in compliance with IOM policies, standards, regulations and processes;
13. Follow up with field team and finance unit to ensure preparation and liquidation imprest /petty cash are done according to IOM procedures and in a timely manner;
14. Review Administrative Standard Operating Procedures (SOP) for consistency with the changing environment and adjust/recommend revisions as necessary;
15. Perform any other relevant tasks assigned by the Head of Division (LHD).

Required Qualifications and Experience

Education

1. University Degree in Political, Social Science or Business Administration, International Relations or Law, Labour relations.

Experience

1. At least 3 years of professional experience in administrative, financial and logistics assistance of a public or private institution;
2. Professional experience in financial administration’
3. Experience working with international organizations, experience in IOM an advantage.
4. Excellent operational, organizational and communication skills and the ability to work harmoniously with other colleagues from diverse backgrounds;
5. Strong computer skills, specifically hands-on experience in usage of MS Office;

Languages

Fluency in English and Somali

Required Competencies

Behavioural

6. Accountability – takes responsibility for action and manages constructive criticisms
7. Client Orientation – works effectively well with client and stakeholders
8. Continuous Learning – promotes continuous learning for self and others
9. Communication – listens and communicates clearly, adapting delivery to the audience
10. Creativity and Initiative – actively seeks new ways of improving programmes or services
11. Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
12. Performance Management – identify ways and implement actions to improve performance of self and others.
13. Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility;
14. Professionalism – displays mastery of subject matter
15. Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
16. Technological Awareness – displays awareness of relevant technological solutions;
17. Resource Mobilization – works with internal and external stakeholders to meet resource needs of IOM.

How to apply:

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 residing in Somalia as a Somali National will be considered.

How to apply:

Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number (SVN No) on the subject line with three professional referees and their contacts (both email and telephone) to: [email protected]

Closing Date: 26 April 2018, only shortlisted candidates will be contacted.

Posting period: 13.04.2018 – 26.04.2018.**