Вакансія Асистент/-ка Адміністрації та Фінансів / (Administrative and Finance Assistant) - Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Position Title: Administrative and Finance Assistant

Duty Station: Dnipro, Ukraine

Classification: General Service Staff, Grade G5

Type of Appointment: Special Short-Term, Nine months with the possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 08 August 2023 

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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 and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Chief of Mission and the Senior Resource Management Officer and the direct supervision of the Resource Management Officer in collaboration with Resources Management team, the Administrative and Finance Assistant will be responsible and accountable for providing the necessary support in matters of finance and administrative nature of the IOM Mission in Dnipro.

 Core Functions / Responsibilities:

1. Verify all financial transactions, documentation, filing and recording are administered in accordance with IOM rules, regulations, policies and guidelines as well as the donors.
2. Provide support to the Field Office/Hub in day-to-day implementation for all financial related aspects of to the project activities, suggest improvements to internal controls and streamlining/efficiencies.
3. Support the Field Office/Hub in preparing the payment requests for general field office costs, incl. rent, utilities, communication, vehicle costs, etc.
4. Record bank transaction in PRISM. Perform TYA (Reviews treasury payment runs and proposals) and TYP (Prepares treasury payment runs and proposals) roles.
5. Ensure that sufficient funds are available in cash and local bank account in the field.
6. Handle the petty cash account of the sub-office, execute cash payments, and check all payment requests/invoices to ensure that the supporting documents and other requirements are complete; follow-up with respective staffs in case of incomplete submissions prior to settlement /payment.
7. Effect bank payments to suppliers with respect to programs’ implementation in the field; assist with the effective interaction with banking system.
8. Ensure the field level payments are in accordance with IOM internal control and donor guidelines.
9. Ascertain that the equipment, supplies or services they refer to were duly received or provided before proceeding with payment request.
10. Assist in monitoring the outstanding staff cash advances and remind the staff to clear it as soon as possible especially on month end.
11. Maintain manual cash book and perform daily/weekly/monthly cash count with the supervisor at the office.
12. Provide the monthly cash report following the internal procedure.
13. Assist in preparation of monthly funding requests in time, coordination with other concerned units.
14. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• University Degree in Business Administration, Finance, Management, Accounting, or a related field from an accredited academic institution with three years of relevant professional experience; or
• High School Degree/Certificate with five years of relevant professional experience.

Experience

• Experience in IOM administrative and financial management, budget monitoring, cash management and internal control procedures is an advantage.
• Work experience with international humanitarian organizations, non‐government or government institutions/organization in a multi‐cultural setting is an advantage.
• In depth knowledge of the broad range of migration related subject areas dealt with by the Organization;
• Proficient user of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis;
• Knowledge of financial rules and regulations.

Languages

Fluency in English and Ukrainian (oral and written).

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

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 – 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 action and delegated work.

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 security clearances.

A prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications filling in the IOM Personal History Form   and sending to [email protected]  by 08 August 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.