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2 Finance and Admin Assistants Jobs in Nairobi, Kenya – NGO

International Organization for Migration (IOM)

Position Title:
Finance and Admin Assistant 

(Two Positions)
 
Vacancy No. :IOMRONBO/VN/009/2017
 
Duty Station: Regional Office, Nairobi, Kenya
 
Classification: General Service Staff, Grade G5
 
Type of Appointment: One Year Fixed Term Contract, with possibility of Extension
 

Estimated Start Date: As soon as possible
 
Closing Date: July 3, 2017

Open to Internal and External Candidates
 
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.
 
Context: Under the overall coordination of the Regional Director’s Office, with the direct supervision of the EUTF Resource Management Officer, IOM seeks a proactive individual to provide technical support in the implementation of the BMM programme through, the carrying out of administrative and financial tasks at the Regional Migration Management Unit, Kenya. The role is multi-faceted and entails a range of different responsibilities.
 
The overall Better Migration Management Project is a regional, multi-year, multi-partner project funded by the EU Trust Fund for Africa, and coordinated by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ). 

IOM is one the main implementing partners for the project along with UNODC, Expertise France, Italian State Police, CIVIPOL and the British Council.
 
This two year project will be implemented in the following countries – Djibouti, Eritrea, Ethiopia, Kenya, Somalia, South Sudan and Sudan.
 
The BMM programme takes a regional approach and aims to provide capacity building to improve migration management, in particular to prevent and address irregular migration, including smuggling of migrants and trafficking in human beings. 

The intervention logic is based on four components: 

(1) support for policy and legislative development and harmonization for better migration and border governance 

(2) capacity building in the form of training, technical assistance and the provision of appropriate equipment to those implementing migration related policies; 

(3) support to the identification, assistance and protection of migrants in need; and 

(4) awareness-raising with regards to alternative livelihood options, including safe migration.
 
Core Functions / Responsibilities:
 
1. Assist in financial budget revisions, monitoring and reporting of Regional EUTF donor funded projects summarizing activities and expenses by implementing missions in the region and analysing the variances of actual expenditures against budgets by location.
 
2. Regularly monitor the financial activities of the countries implementing the EU funded projects and update the Resource Management Officer on any concerns or matters that require further action/follow up.
 
3. Verify internal control systems are implemented in the different missions implementing EU funded projects, and advise the Resource Management Officer of any potential weaknesses and suggest appropriate recommendations
 
4. Monitor expenditures in line with budgets and in coordination with the RMO, initiate follow up action with project managers and RMOs in respective missions for instances where budget lines have been exceeded or not utilized in line with the work plan
 
5. In coordination with the Resource Management Officer, request for disbursements in the contract currency to the amount of the expected financial requirement as per agreement with the donors.
 
6. In coordination with the Resource Management Officer, verify the financial reports submitted by implementing missions including the necessary annexes like assets inventories, and forward these documents including the proof of verification to the donor.
 
7. Monitor and verify billing of Programme staff for private use of IOM assets such as private car usage and personal calls and ensure recording in PRISM
 
8. File and update all official documents, agreements, amendments as well as correspondences with the donors and missions on any modifications to the original budget or work plan and activities
 
9. Prepare settlement of travel authorizations for Programme staff in Nairobi and ensure that calculations in expense claim are conforming to the travel rules and regulations.
 
10. Assist Programme staff in booking their travel with Operations department, raise their TA’s and security clearance and ensure that they are duly authorized.
 
11. Perform any other duties as may be required from time to time.

Required Qualifications and Experience
 
Education: Bachelor’s degree in Finance, Accounting, Business Administration or other related field with three years’ professional experience, CPA II or higher will be an added advantage
 
Experience
  1. Knowledge of SAP accounting system, generally accepted accounting principles and audit/review procedures
  2. Prior work experience in an international organization is an added advantage.
  3. Prior experience on financial monitoring of European Union funded projects will be an added advantage.
  4. Ability to analyze and interpret source information and data; capable of designing, reviewing and revising business processes to achieve efficiency.
  5. Personal commitment, efficiency, flexibility, drives for results, creative thinking, organized, accurate.
  6. Ability to work effectively with people at different levels within and outside the organization and with colleagues from varied cultures and professional backgrounds.
  7. Ability to draft correspondence and communicate effectively.
Languages: Excellent command of spoken and written English.
 
Required Competencies
 
Behavioural
 
The incumbent is expected to demonstrate the following competencies:
  • Accountability- Accepts and gives constructive criticism
  • Client Orientation- Identifies the immediate and peripheral clients of own work
  • Continuous Learning- Contributes to colleagues' learning
  • Communication - Actively shares relevant information
  • Creativity and Initiative - Actively seeks new ways of improving programmes or services
  • Leadership and Negotiation - Convinces others to share resources
  • Performance Management - Provides constructive feedback to colleagues
  • Planning and Organizing - Sets clear and achievable goals consistent with agreed priorities for self and others
  • Professionalism - Masters subject matter related to responsibilities
  • Teamwork - Actively contributes to an effective, collegial, and agreeable team environment
  • Technological Awareness - Learns about developments in available technology
  • Resource Mobilization - Establishes realistic resource requirements to meet IOM needs.
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 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.
 
How to apply:
 
Submit cover letter and CV, including daytime telephone and e-mail contact to: 

International Organization for Migration (IOM),
RO Human Resources Department, 
send via e-mail to ronairobihrdrec@iom.int
 
Closing Date: 03 July, 2017
 
Only Shortlisted Applicants will be contacted.
 
NOTE
 
NO FEE: The International Organization for Migration (IOM) does not charge a fee at any stage of the recruitment process (application, interview meeting, process or training). IOM does not concern itself with information on applicants’ bank details.

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.

Posting period: From: 19.06.2017 to 03.07.2017

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