Finance Assistant at International Organization for Migration

Vacancy Number SVN/IOM/024/2018

Duty Station : Nairobi, Kenya

Classification : General Service Staff, Grade G5**

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

Organizational Unit Somalia Stabilization Initiatives (SSI)

Direct Supervision Resource Management Officer – SSI

Closing Date: 05 June 2018

Context:

The OTI program in Somalia is primarily a community-based, small grants initiative implemented in close coordination with the donor, with communities in priority areas, and with all levels of Government, particularly newly formed District Administrations and regional state institutions. The overall objective of the program is to support the political transition of Somalia towards a functioning and stabilized Federal State through activities that promote good governance, consolidation of the federal structure, and a receptive environment to respond to emerging political contingencies.

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 a related field from an accredited academic institution with three years of relevant professional experience; or

• Qualified CPA (K) or ACCA with five years of relevant experience.

Experience

• 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 and Somali 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;
• Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM.