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 work 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.
SPECIAL VACANCY NOTICE
Open to Internal and External Candidates
Vacancy Number: SVN/IOM/049/2018
Classification: National Staff, Grade NOB**
Type of Appointment: Special Short Term, with possibility of extension
Estimated Start Date: As soon as possible
Under the overall guidance of the Programme Manager/Chief of Party and under the direct supervision of the Grants Manager, the successful candidate will support the organization, tracking and monitoring of all aspects of the grant cycle of the Somalia Stabilization Initiative (SSI), funded by the USAID Office of Transition Initiatives (USAID/OTI). This includes ensuring the thorough administration of all grant requirements and overseeing all aspects of the donor-provided grant activity database as a means of tracking each grant from start-up through close out.
The National Grants Assistant will be one of the administrators of USAID/OTI program activity database, and will help ensure that grant content and processes consistently meet programme objectives, IOM standards and USAID/OTI requirements. The successful candidate will help strengthen and maintain the necessary administrative structures and inter-departmental processes, both within Somalia Stabilization Initiative (SSI) and between the program, the IOM Somalia Country Mission and IOM Washington Community Stabilization Unit (CSU).
Core Functions / Responsibilities:
- Support the Grants Manager in planning, developing and delivering trainings on all related aspects of the grants management process and database maintenance.
- Track approved grant activities. Identify and make recommendations for the resolution of bottlenecks to the Grants Manager.
- Regularly review and provide feedback on the accuracy of the Grants Tracking Matrix, Internal Disbursement Tracker, and Datalink to the Grants Manager.
- Provide technical guidance for the proper filing of grant support documents on OTI Anywhere as well as hard and soft grant folders. Conduct weekly spot-checks for compliance with IOM and OTI rules and regulations.
- For grant closure requests, conduct the first review of grant documentation in hard and soft copy as well as review the database for complete and correct information and required documentation. Submit the required checklists to the Grants Manager for further review.
- Support the enhancement and maintenance of systems of communication and data transfer and help maintain appropriate, program-wide standards of grant integrity, data collection and management, and information flow.
- In coordination with Somalia Stabilization Initiative (SSI) HR and Office of Transition Initiatives (OTI) IT, manage the SSI user list in the WBDB.
- Create and maintain an extensive filing system, produce reports from the WBDB in a timely manner; develop reporting templates and refine existing mechanisms as required to ensure appropriate institutional memory in the area of grants activities and management.
- Coordinate and supervise the work of staff in the unit and provide training on all related aspects of the grants process and database.
- Liaise with donors and programme counterparts as needed to revise and update the database throughout the grant management process, including submission of grants and budget and grant amendments, if required.
- In absence of the Grants Manager, serve as Officer in Charge (OiC) of the Grants Unit.
- Perform such other duties as may be assigned.
Required Qualifications and Experience
Master’s degree, preferably in Political Science, International Relations or Economics with two (2) years’ work experience
University degree, preferably in Political Science, International Relations or Economics with four (4) years’ work experience.
- Experience in community-based and/or small-grants programming desirable, particularly in the areas of infrastructure works, procurement and civil-society strengthening;
- Experience with the United States Agency for International Development (USAID) programmes, preferably with the Office of Transition Initiatives (OTI); and
- Reporting and database experience required, preferably with Microsoft Access.
- Strong budgeting and general analytical skills; strong familiarity with financial management is required
- High level of computer literacy, experience in MS Excel and computerized accounting systems/software
Fluency in English and Somali as an Advantage.
- 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 2
- 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.
- Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
Managerial Competencies – behavioural indicators level 2
- Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
- Empowering others and building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
- Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.
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.
Interested candidates should submit CV and a cover letter indicating the Special Vacancy Notice Number (SVN No.), Position Title and the Duty Station with three professional referees and their contacts (both email and telephone) to: firstname.lastname@example.org