Finance Assistant Job in Nairobi, Kenya

International Organization for Migration (IOM)

Position Title: Finance Assistant I
 

Vacancy Notice: IOMKE/VN/057/2016
 

Duty Station: Regional Office, Nairobi, Kenya
 

Classification: General Service staff, Grade G5
 

Type of Appointment: Fixed term, one year with possibility of extension
 

Estimated Start Date: As soon as possible
 

Closing Date: June 6, 2016

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 supervision of the Senior Regional Resource Management Officer (RO Nairobi) and the direct supervision of the Senior Regional Finance Assistant, the successful candidate will be responsible for providing effective and efficient financial tasks at IOM’s Regional office in Nairobi, Kenya.

Core Functions / Responsibilities:

1.    Extract and Review of Monthly Financial Reports for Operational Support Income and Admin budgets for RO Nairobi and monitor expenditure to ensure that budget lines have not been exceeded and are utilized within the annual budget period;

2.    Review and Post RO’s Accounts payable documents in SAP and ensure that costs are correctly captured to the correct budget lines;

3.    Review the Travel Authorization for RO staff to ensure that they are duly completed and authorized, there is available budget for the travel, there is necessary cost sharing with other missions and security clearance obtained before travel;

4.    Review of Travel expense claims for RO staff and verify authenticity of the supporting documents provided and ensure that calculations in expense claim are conforming to the travel rules and regulations;

5.    Review of Travel Expense claims for the Regional Director, liaise with CAS for endorsement of the expense claims and review and maintain the Statement of Account for the RD;

6.    Review the vendor accounts of RO staff, follow up with staff to provide the necessary documentation needed to clear and maintain their vendor accounts;

7.    Archiving of authorized expense claims and it’s supporting documents for Chief of Mission’s in the Region by way of scanning to aid in easy access of records;

8.    Create and maintain an orderly filing system for RO’s financial documents both electronically and in hard copy according to IOM general guidelines;

9.    Reviews internal controls systems within the RO and notify SRFA and SRRMO of any potential weaknesses and proposes recommendations for any potential weaknesses;

10.  Extract, file and update IOM General Instructions, General Bulletins, Accounting Code Procedures, as well as for Instructions or Memoranda issued locally;

11.  Assist the Senior Regional Finance Assistant in organizing RO’s trainings, workshops and meetings;

12.  Review and update the RO Asset office inventory, including verifying and certifying coding of RO assets in PRISM;

13.  Review of invoices related to RO and ascertain that the equipment, supplies or services they refer to were duly received or provided;

14.  Monitors and ensures billing of staff for private use of IOM assets e.g., private car usage personal calls and recording in PRISM;

15.  Liaising with procurement unit of the Kenya country office in procuring of items for the Regional office in accordance to the IOM Procurement policies;

16.  Follow-up with procurement staff and ensure timely delivery of requested supplies and materials and keep the concerned staff informed on the status of the delivery;

17.  Act as the Senior Regional Finance Assistant in her absence;

18.  Perform such other duties that may be assigned

Required Qualifications and Experience
 

Education

• Bachelor’s degree in Finance, Accounting, Business Administration or any other related field. CPA II or more will be an added advantage.

Experience

• Minimum five years relevant experience in the field of accounting, finance, budgeting and management reporting.
• Knowledge of accounting systems (SAP an advantage), generally accepted accounting principles and audit/review procedures.
• Computer literacy including proficiency in MS Office applications; knowledge of other IT packages and their implementation is an advantage
• Ability to analyse and interpret source information and data; capable of designing, reviewing and revising business processes to achieve efficiency
• Personal commitment, efficiency, flexibility, drive for results, creative thinking, organized, accurate
• Ability to work effectively with different levels within and outside the organization and with colleagues from varied cultures and professional backgrounds
• Ability to draft correspondence and communicate effectively.
• Must have a Certificate of good conduct

Languages

• Fluency in English and Kiswahili is required.

Required Competencies
 

Behavioural
 

Accountability

• Accepts and gives constructive criticism
• Follows all relevant procedures, processes, and policies
• Meets deadline, cost, and quality requirements for outputs
• Monitors own work to correct errors
• Takes responsibility for meeting commitments and for any shortcomings

Client Orientation

• Identifies the immediate and peripheral clients of own work
• Establishes and maintains effective working relationships with clients
• Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
• Keeps clients informed of developments and setbacks

Continuous Learning

• Contributes to colleagues' learning
• Demonstrates interest in improving relevant skills
• Demonstrates interest in acquiring skills relevant to other functional areas
• Keeps abreast of developments in own professional area

Communication

• Actively shares relevant information
• Clearly communicates, and listens to feedback on, changing priorities and procedures
• Writes clearly and effectively, adapting wording and style to the intended audience
• Listens effectively and communicates clearly, adapting delivery to the Audience

Creativity and Initiative

• Actively seeks new ways of improving programmes or services
• Expands responsibilities while maintaining existing ones
• Persuades others to consider new ideas
• Proactively develops new ways to resolve problems

Leadership and Negotiation

• Convinces others to share resources
• Actively identifies opportunities for and promotes organizational change
• Presents goals as shared interests
• Articulates vision to motivate colleagues and follows through with commitments

Performance Management

• Provides constructive feedback to colleagues
• Identifies ways for their staff to develop their abilities and careers
• Provides fair, accurate, timely, and constructive staff evaluations
• Uses staff evaluations appropriately in recruitment and other relevant HR procedures
• Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations

Planning and Organizing

• Sets clear and achievable goals consistent with agreed priorities for self and others
• Identifies priority activities and assignments for self and others
• Organizes and documents work to allow for planned and unplanned handovers
• Identifies risks and makes contingency plans
• Adjusts priorities and plans to achieve goals
• Allocates appropriate times and resources for own work and that of team members

Professionalism

• Masters subject matter related to responsibilities
• Identifies issues, opportunities, and risks central to responsibilities
• Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
• Persistent, calm, and polite in the face of challenges and stress
• Treats all colleagues with respect and dignity
• Works effectively with people from different cultures by adapting to relevant cultural contexts
• Knowledgeable about and promotes IOM core mandate and migration solutions

Teamwork

• Actively contributes to an effective, collegial, and agreeable team environment
• Contributes to, and follows team objectives
• Gives credit where credit is due
• Seeks input and feedback from others
• Delegates tasks and responsibilities as appropriate
• Actively supports and implements final group decisions
• Takes joint responsibility for team's work

Technological Awareness

• Learns about developments in available technology
• Proactively identifies and advocates for cost-efficient technology solutions
• Understands applicability and limitation of technology and seeks to apply it to appropriate work

Resource Mobilization

• Establishes realistic resource requirements to meet IOM needs

Technical

• Adapts best Human Resources practices to the requirements of IOM to facilitate the achievement of strategic objectives
• Effectively applies knowledge of relevant Human Resources practices and recognizes their application within the existing IOM processes
• Delivers Human Resources solutions customized to the needs of IOM

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), 

Human Resources Department, 

P.O Box 55040-00200, 

Nairobi, Kenya 

or send via e-mail to hrnairobi@iom.int.
 

Closing Date: 06 June, 2016
 

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.

Posting period: From 24.05.2016 to 06.06.2016

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.