Under the direct daily administrative supervision of the Head of Sub Office in Jijiga and direct operational supervision of the finance officer in Addis Ababa, and in close collaboration/coordination with the relevant units at Headquarters (HQ) and regional office (RO), the successful candidate will provide financial and administrative support to both external and internal clients, promoting a client and efficient service-oriented approach.
Responsibilities and Accountabilities:
1. Assist in managing financial resources by monitoring and controlling assets, reserves, funds, supplies, etc. in accordance with IOM rules and regulations;
2. Assist in preparing sub-office budget submission and revisions including estimating staff costs as well as rental and utilities, office equipment and supplies, printing, and other contracts, services, or running expenses, to include in the budget;
3. Extract and input data from various sources in financial or accounting systems;
4. Assist in providing guidance in accounting, budget, financial, and administrative related issues to both staff and external clients such as but not limited to implementing partners.
5. Reviews all types of payments starting from purchases to payment requests verifying that they are duly authorized and all the supporting documents are attached therewith;
6. Ensure proper and systematic completion of all posted payments and other accounting documents according to the established standards
7. Perform claim verifications against documentation to ensure that purchases/services are properly authorized and that the goods have been received or services rendered and that the claims are accurate and conform with IOM finance policies and instructions.
8. Perform monthly sub-office vendor reviews to ensure conformity with the Financial Management Rules and Procedures (FMRP) and assist in ensuring local vendors comply in full with the Ethiopian Revenue and Customs Authority (ERCA) in relation to VAT so as to avoid delays in reimbursement of VAT to IOM.
9. Responsible for the Petty Cash of the sub-office in full compliance with the Financial Management Rules and Procedures (FMRP);
10. Assist with the recruitment process, renewal of local staff contracts, and staff separation procedures at the field office level as well as facilitating entry-on-duty medical examinations of newly recruited staff.
11. Assist in the preparation of temporary staff payroll by executing all required validity checks and ensuring proper projectization;
12. Ensure that the administrative and personnel files are properly filed according to IOM Policies and Procedures.
13. Assist the HR unit in performing the role of Time-keeper; guide staff on request and approval procedures in PRISM and ensure accuracy and completeness of Daily Time Record and Attendance records of staff;
14. Assist in the coordination of fleet operations activities including preparation of daily vehicle schedule, monitoring of vehicle logbooks, and coordination of vehicle maintenance and verifying that the drivers are up to date with their tasks.
15. Assist in coordinating service and maintenance of office facilities and equipment and continued supply of all essential utilities and items used in the office.
16. In coordination with Procurement, conduct a physical count of assets semi-annually and ensure accuracy of Asset Register:
17. Participate in inter-agency finance and administrative working groups at the sub-office level when requested: and,
18. Perform other related duties as required.
Job Requirements
Educational Qualification:
Completed Bachelor’s degree in Business Administration, Accounting, Finances, or related fields with three years of relevant professional experience; or,
Completed High School diploma/certificate with five years of relevant experience; or,
Professional certification as Chartered Account or Certified Public Accountant or such equivalent a distinct advantage.
Certificate of good conduct from the police (required if selected).
Experience:
Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook; previous experience in Enterprise Resource Planning (ERP) software (SAP and Oracle) is a distinct advantage;
Attention to detail, ability to organize paperwork in a methodical way with the ability to prepare a clear and concise report:
Discreet, details and clients-oriented, patient and willing to learn new things; and,
Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Skills:
Excellent communication, interpersonal and intercultural skills with the ability to work well and harmoniously with colleagues in a multicultural environment
Flexible working modalities and ability to meet deadlines and work under pressure
Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities; and
Personal commitment, efficiency, flexibility, drive for results.
Languages:
Competencies:
The successful candidate is expected to demonstrate the following values and competencies:
Values
Integrity and transparency maintain high ethical standards and act in a manner consistent with organizational principles/rules and standards of conduct.
Professionalism: demonstrates the ability to work in a composed, competent, and committed manner and exercises careful judgment in meeting day-to-day challenges.
Resource Mobilization - Establishes realistic resource requirements to meet IOM needs
Core Competencies – behavioral 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 action and delegated work.
Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
How to Apply
Apply using THIS LINK
Note: Only shortlisted candidates will be contacted. We strongly encourage qualified female applicants to apply!
