International Organization for
Migration
SVN No:SVN/IOMSO/001/2015
Position Title: Program Assistant (Administration)
Position Grade: G4/01
Duty Station: NairobiPosition Title: Program Assistant (Administration)
Position Grade: G4/01
Duration: 6 months with a possibility of extension
Job Family: Migration and Development
Organizational unit: MIDA
Reporting directly to: Senior Program Assistant
Overall supervision by: National Program Officer
Organizational Context and Scope: 22 years of conflict have forced most of the Somalis who can to leave the country. Some of them end up as refugees in the neighboring countries and some in countries such as the United States, Canada, the United Kingdom, Norway, Sweden, Finland, among others.
The result of the mass exodus is
depleted institutions with no capacity to fulfill their mandates. Today, most
Somali institutions can barely perform the most basic functions, let alone
international best practice.
Cognizant of the importance of functioning institutions to future peace and stability in Somalia, IOM Somalia makes one of its core missions to assist the Somali Government to rebuild its state institutions.
Cognizant of the importance of functioning institutions to future peace and stability in Somalia, IOM Somalia makes one of its core missions to assist the Somali Government to rebuild its state institutions.
Since 2009, IOM has been working with
government of authorities in all three regions through its Migration for
Development in Africa (MIDA).
MIDA is IOM’s primary diaspora
recruitment mechanism to help rebuild Somalia. MIDA is in the process of
recruiting more Somali diaspora to contribute to a new Somalia.
Responsibilities and Accountabilities
Responsibilities and Accountabilities
- Prepare monthly payments for participants and
ensuring they are paid on time based on the deliverables as per the
contract
- Review and verify all payments processed with
IOM finance office
- Prepare monthly projections and share with
field finance staff
- Assist in preparing PRF, PO’s, and MIDA
periodic reports in coordination with MIDA team.
- Assisting in reviewing presented invoice for
payment process
- Assist in technical and Administrative
implementation of MIDA
- Work in close coordination with the MIDA Team
members in reviewing the MIDA participant reports
- Assist the MIDA team with arranging
conference, trainings and posting all MIDA TOR’s in coordination with the
MIDA team
- Develop and maintain an efficient filing
system for the team
- Assist in recruitment, selection, contracting,
preparing of Letter of Invitation (LOI) and all the logistics involved in
placing of MIDA participants on different assignments.
- Act as a focal person for MIDA finance issues
from the field team by following up on payment.
- Assist in monitoring expenditure in
coordination with Senior Program Assistant and National Officer
- Prepare Travel authorisation and the logistics
involved for all the team members travelling
- Prepare and reconcile travel claims for all
the team members and submit to finance for processing
- Prepare Deeds of Donations and work closely
with Common Services to get approval from the Legal Affairs department
- Assist in managing the MIDA website
- Assist in orientating new MIDA participants
- Managing IHI BUPA insurance days
- Perform other duties as maybe assigned from
time to time
Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies.
Behavioural
a) Works effectively in high-pressure, rapidly changing environments,
The incumbent is expected to demonstrate the following technical and behavioural competencies.
Behavioural
a) Works effectively in high-pressure, rapidly changing environments,
b) manages constructive
criticism,
c) works effectively with all clients
and stakeholders
d) Proactively develops new ways to
resolve problems
e) Establishes and maintains
effective relationships with implementing partners,
f) plans work, anticipates risks, and
sets goals within area of responsibility,
g) Seeks input and feedback from
others,
h) Persistent, calm, and polite in
the face of challenges and stress,
i) Clearly communicates, and listens
to feedback on, changing priorities and procedures,
j) works with internal and external
stakeholders to meet resource needs of IOM.
Technical
a) Organizes and documents work to allow for planned and unplanned handovers;
Technical
a) Organizes and documents work to allow for planned and unplanned handovers;
b) Identifies risks and makes
contingency plans;
c) woks effectively with local
authorities, stakeholders, beneficiaries, and the broader community to advance
MIDA objectives.
Education and Experience
Education and Experience
- A university degree in one of the following:
Business Administration, Finance, Political, Social Science, International
Relations, Law, Labour relations or alternatively an equivalent
combination of relevant training and experience
- Minimum 2 two years professional experience in
finance or business administration.
- Knowledge of Somalia and Somali government
institutions, an advantage;
- At least six months direct work experience in
project management
- Excellent operational, organizational and
communication skills and the ability to work harmoniously with other
colleagues from diverse backgrounds;
- Proven experience in drafting reports,
e-newsletters and general fundraising
- Strong computer skills, specifically hands-on
experience in usage of MS Office; MS Publisher, Access
- Fluency in English. Somali language an added
advantage
Languages Required: English
and Somali Fluent
How to Apply:
Interested candidates should submit CV and a cover letter quoting the Vacancy Notice Number as the subject, with three professional references and contacts (email or telephone) to the:
International Organization for Migration (IOM)
Somalia Coordinating office in Nairobi
Human Resources Department,
Gitanga Groove, off Gitanga Road
P.O. Box 1810 - 00606
Nairobi
Or send by email to: recruitmentsomalia@iom.int
Closing Date: 19th January 2015
Note: Only shortlisted applicants will be contacted