Асистент/ка з фінансів та адміністративної роботи / Finance and Administrative Assistant – 2 positions

Open to Internal and External Candidates

Position Title: Finance and Administrative Assistant - 2 positions

Duty Station: Kyiv, Ukraine

Classification: General Service Staff, Grade G4

Type of Appointment: Special Short-Term, Six months with the possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 5 March 2024

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 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.

Context:

Under the overall supervision of the Chief of Mission (CoM) and Senior Resource Management Officer and direct supervision of the Budget and Compliance Officer; and, in collaboration with relevant units at Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable to support resources management functions in Budget and Compliance Unit

Core Functions / Responsibilities:

1. Extract and input data from various sources in financial or accounting systems.
2. Respond to accounting, budget or financial queries regarding data from staff in the unit and elsewhere.
3. Assist in the preparation of the payroll by executing validity checks on monthly payroll results.
4. Review all types of payments starting from purchase to payment requests verifying that they are duly authorized, and all the supporting documents are attached therewith.
5. Create new Vendor Accounts in PRISM.
6. Verify vendor requests for accuracy and conformance with IOM finance policies and instructions.
7. Perform claim verifications against documentation to ensure that purchases/services are properly authorized and that the goods have been received or services rendered.
8. Prepare necessary receipt and journal vouchers; assist in the preparation of the unit’s reports as required.
9. Provide assistance to all staff services such as travel, expense claims, document retrieval, etc.
10. Ensure proper and systematic filling of all posted payments and other accounting documents according to the established standards.
11. Responsible for the Petty Cash of the office.
12. Handle administrative requests and queries from senior managers.
13. Assist to prepare administrative reports and maintaining appropriate filing systems;
14. Support the effective and smooth organization and liaison with other IOM departments.
15. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• High School diploma with four years of relevant experience.
• or,
• Bachelor’s degree in Business Administration, Accounting, Finances, or related field from an accredited academic institution with at least two years of relevant work experience.

Experience

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

Skills

• Knowledge of Oracle, SAP/PRISM, Wave a distinct advantage.
• High level of computer literacy, in particular, experience in computerized accounting systems and software.
• Discreet, details and clients-oriented, patient and willingness to learn new things.
• Knowledge of financial rules and regulations.
• Attention to detail, ability to organize paperwork in a methodical way.
• Good knowledge of MS Office specifically Excel.

Languages

For this position, fluency in English and Ukrainian is required (oral and written).

The incumbent is expected to demonstrate the following values and competencies:

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 1

• 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.

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 security clearances.

A prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications filling in the IOM Personal History Form   and sending to [email protected]  by 5 March 2024 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 27.02.2024 to 05.03.2024.