Старший/ша асистент/ка адміністрації та фінансів

Open to Internal and External Candidates

 Position Title: Senior Administrative and Finance Assistant

Duty Station: Dnipro, Ukraine

Classification: General Service Staff, Grade G6

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

Estimated Start Date: As soon as possible

Closing Date: 22 September 2023 

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 and Resource Management Officer and the direct supervision of the National Senior Finance Officer in collaboration with Resources Management team, the successful candidate will be responsible and accountable for assisting the implementation of IOM projects.

 Core Functions / Responsibilities:

1. Provide specialised assistance with the control and monitoring of the finance and budget activities of the Dnipro Hub office and IOM Mission in Ukraine.
2. Participate in the preparation of financial outlooks and financial forecasts.
3. Provide technical guidance and support to the field offices, project staff and partners throughout the project cycle to ensure compliance with IOM’s administrative/financial policies and procedures and any donor-specific requirements, support, train and consult on matters related to IOM financial issues with the purpose of increasing effectiveness.
4. Assist in providing technical guidance and support to Program Managers (PMs) in the preparation of budgets for new proposals, monitor the financial management of Hub office and Country Office projects including oversight of financial expenditures and accountability in coordination with RMO and HRM.
5. Verify the Payment Requests with the supporting documents before submission to RMO for final verification/endorsement. Verifies invoices and ascertains that the equipment, supplies or services they refer to were duly received before proceeding with the Payment Request
6. Analyze the field offices accounts and post it to the SAP system. Provide feedback and corrective measures on the shortcomings of the financial documentations and the statements of Hub offices of IOM Ukraine and provide on work training for admin/finance focal points in the field.
7. Ensure vendor accounts are monitored and cleared on a timely manner. Assist in clearing and maintaining the control accounts in the SAP system periodically.
8. Ensure the accurate performance of bank reconciliation to the respective bank GL’s on a timely manner.
9. Undertake quality control checks on the monthly accounts, assist the month end accounts closure and ensure the deadlines are adhered to.
10. Ensure the accounting data are properly entered in Online Payment System and PRISM, in accordance with IOM Financial rules and practices, maintain accurate records of PRISM entries.
11. Carry out and verify the monthly closure of the accounts.
12. Bring to the attention of the RMO any relevant financial and budgetary issues; suggest improvements to internal controls and streamlining/efficiencies.
13. Assist the facilitation of financial audits of the IOM Ukraine projects and other missions’ components in accordance with the donors’ agreements, including review on compliance with IOM regulations and the Donors’ requirements.
14. Liaise with relevant units at HQ, Administrative Centers and Regional Office, as well as relevant counterparts and Donors regarding the accounting and financial activities of the Mission.
15. Carry out the rule of leading finance unit of Dnipro office. And assist in coordinating and monitoring work of other staff in the unit.
16. Assist to RMO/National Finance Officer for project financial reporting by ensuring compliance with donor requirement and IOM reporting procedure.
17. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• University Degree in Business Administration, Finance, Management, Accounting, or a related field from an accredited academic institution with four years of relevant professional experience;

OR

• High School Degree/Certificate with six years of relevant professional experience.

Experience

• Experience in IOM administrative and financial management, budget monitoring, cash management and internal control procedures is an advantage.
• Work experience with international humanitarian organizations, non‐government or government institutions/organization in a multi‐cultural setting is an advantage.
• Experience in Finance and/or Accounting, preferably with international organizations.
• Knowledge of International and Ukrainian Accounting Standards.
• Knowledge of IPSAS and SAP/PRISM a distinct advantage.
• High level of computer literacy, in particular, experience in computerized accounting systems and software. Good knowledge of MS Office specifically Excel.

Languages

For all applicants, 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 wherever possible.
• 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.

Core Competencies – behavioural indicators

• 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 action 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 22 September 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 08.09.2023 to 22.09.2023