Senior Medical Finance & Administrative Associate

Introduction

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 ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

IOM’s Regional Office for the East, Horn and Southern Africa oversees, plans, coordinates and supports IOM activities within the region. Through a team of specialists, the Regional office is responsible for project review and endorsement and provides technical support to Country Offices in the region which include Angola, Botswana, Burundi, Comoros, Democratic Republic of Congo, Djibouti, Eritrea, Eswatini, Ethiopia, Kenya, Lesotho, Madagascar, Malawi, Mozambique, Namibia,  Republic of Mauritius (also covering Seychelles), Rwanda, Somalia, South Africa, South Sudan, Tanzania, Uganda,  Zambia and Zimbabwe particularly in the area of project development, project implementation, monitoring and evaluation, resource mobilization, resource management, liaison coordination with regional and sub-regional governments, United Nations agencies and other key partners.

Under the overall supervision of the Regional Administrative and Finance Officer (HAP) and the direct supervision of the Regional National Migration Health Finance and Administrative Officer, the Senior Finance & Admin Associate  will perform the following duties: 

1. Provide procedural guidance to supervise and train other finance and admin support staff.

2. Manage financial resources through monitoring and controlling assets, reserves, funds, supplies, etc., in accordance with IOM rules and regulations.

3. Provide guidance and assistance to country offices and sub-regional HAP offices on financial and administrative procedures of GHAP and other Health Assessment programmes. 

4. Conduct reviews and evaluate annual budget requests and budget revisions submitted by country offices to ensure compliance with the budgeting requirements. Provide budget analysis and coordinate the findings and recommendations and follow up with country offices until submission has been finalized.

5. Perform evaluation of country offices’ financial performance on a monthly or quarterly basis to monitor compliance with financial policies, procedures, rules and regulations.

6. Conduct yearly monitoring and review of medical assets, commitments, start-up costs, capacity building, GHAP fees, and triangulation of FTE across Health Assessment programmes.

7. Consolidate data into financial statements and produce regular financial monitoring reports to assist in monitoring expenditures to ensure budget consumption remains within authorized levels.

8. Analyse past trends and current financial data to provide regular and ad hoc financial information to support informed financial decision making.

9. Assist in monitoring that bank reconciliations for IOM accounts are regularly performed and reviewed by designated stakeholders.

10. Perform validation of salary projectization of MHD Regional staff by executing validity checks on monthly payroll results.

11. Verification of payments in the system are made based on proper authorizations and supported by legitimate and sufficient documentation for Telerad transactions.

12. Provide assistance responding to audit queries and follow up on audit recommendations.

13. Review the status and monitor the proper maintenance of Vendor Accounts in accounting system.

14. Provide yearly webinar or face-to-face trainings regarding the budget preparation and financial performance reviews.

15. Enhance reporting templates and assist in the preparation of standard operating procedures (SOP), work instruction manuals, and invoicing procedures within the assigned work areas.

16. Perform other related duties as required

Required Qualifications and Experience

Education

• Bachelor’s degree in Business Administration, Accounting, Finances, or a related field from an accredited academic institution with four years of relevant professional experience; or, 

• High School diploma with six years of relevant professional experience

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Mature individual, able to work independently, paying attention to detail and meeting deadlines; 

• Capable of working as a team and under stressful and hardship conditions; 

• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities; 

• Attention to detail, ability to organize paperwork in a methodical way; 

• Discreet, details and clients-oriented, patient and willingness to learn new things; 

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage; 

• Ability to meet deadlines and work under pressure; and 

• Personal commitment, efficiency, flexibility, drive for results

Skills

• 1.Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage; 

• Prior working knowledge of budgeting, financial analysis, costing, etc; 

• Ability to set up internal record tracking and planning for accounting and Budgeting cycles;

• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English is required.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Notes

Please refer to this link for guidance on IOM Job Category.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies