Position Title: Senior Project Administrative Assistant
Open to Internal and External Candidates
Position Title: Senior Project Administrative Assistant
Vacancy Number: SVN/IOMSO/039/2023
Duty Station: IOM Somalia, Nairobi Support Office Kenya.
Classification: General Service Category, Grade G6
Type of Appointment: Special Short Term, Six Months with possibility of Extension
Estimated Start Date: As soon as possible
Closing Date: 16 January, 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.
Context:
The International Organization for Migration (IOM) is one of the major
humanitarian and development actors in Somalia. IOM is leading the
Danwadaag Consortium that aims at implementing durable solutions for
displacement in Somalia.
As a cutting-edge programme that challenges the status quo and seeks new
solutions, Danwadaag builds the capacity and accountability of relevant
governance structures to lead on durable solutions, provides land and
housing solutions paired with basic services and livelihoods
opportunities working towards (re)integration support to Displacement
Affected Communities. Through government-led inclusive community
planning processes and collective efforts for recovery focused on the
most vulnerable, Danwadaag programmes also aim to support foundations
for peace and reduce drivers of conflict, while ensuring inclusive
decision-making processes.
The Consortium Leadership Team (CLT) seeks additional capacity to ensure
that these activities are relevant and implemented effectively and
efficiently, and in line with National, International, and IOM- and
consortium-member-specific frameworks, while meeting donor requirements.
Against this background, the CLT seeks to hire a the Senior Administrative Assistant to fulfil the duties outlined below.
Under the overall supervision of Durable Solutions Consortium
Coordinator and the the direct supervision of the National Project
Manager (Durable Solutions), the Senior Project Administrative Assistant
will assist in implementing and monitoring all logistical,
administrative and financial aspects of the Danwadaag Consortium Leading
Team.
IOM is committed to a diverse and inclusive work environment. Internal
candidates are eligible to apply to this vacancy. For the purpose of the
vacancy, internal candidates are considered as first-tier candidates.
Core Functions / Responsibilities:
1.Provide specialized administrative and financial support to the DS
Unit, implementing partners and service providers in all DS project
sites;
2.Process requests for payments ensuring all supporting documentation
and signatures according to established approval standards are obtained
before payment is made.
3.Regularly monitor and review budget lines to ensure that all active
projects are utilizing the correct budget lines and maintain a finance
tracker of DS projects to monitor burn rates, ensuring accuracy of
staff, office, and operations expenditures, and provide the DS
Coordinator and Project Mangers with monthly project budget reports.
4.Follow up on timely disbursements of funding to implementing partners
as per contract/agreements and control utilization against budget,
maintaining electronic and hard copy filing systems, and support
re-organizing the filing system as needed;
5.Monitor the use of existing resources such as assets/inventory items,
office/guesthouse facilities, motor vehicle fleet, etc., estimate new
requirements aiming at efficiency, cost-effectiveness and timeliness of
operations and services;
6.Provide administrative and logistical planning support to staff and
partners regarding duty travel, travel authorizations, security
clearance, accommodation, and expense claims;
7.Travel to field sites to carry out internal auditing exercises and to
support the administrative, financial, and procurement dimensions of the
project implementation process; implementation process;
8.Assist in the development of annual administrative plans, contribute
to longer term strategies and improvements to administrative policies,
systems and procedures in compliance with IOM policies, standards,
regulations and processes; Review Administrative Standard Operating
Procedures (SOP) for consistency with the changing environment and
adjust/recommend revisions as necessary;
9.Design and update templates for financial tracking tools related to
operational expenses, staff expenses (salary and DSA), consultant
expenses (including travel), and office costs associated with all active
projects and programs;
10.Contribute to the budgetary design for project proposals and
fund-raising initiatives to support Durable Solutions and Community
Stabilization Programs for the IOM Somalia Mission;
11.Perform any other relevant tasks assigned by the DS Coordinator.
Required Qualifications and Experience
Education
•Bachelor’s degree in Business Administration, Finance, Economy
Management, Social Science, or a related field from an accredited
academic institution with four years of relevant professional
experience; or
•High School Degree in the above fields with minimum six years of relevant professional experience.
Experience
•Professional experience in financial administration, control procedures, and procurement process;
•Experience working in respective programme/project preferably at field level, in emergency and conflict environments;
•Effective coordination with project staff and other units within
organization, implementing partners, and other relevant parties;
Experience working with accounting and procurement system, an advantage;
•Experience in IOM administrative and financial management, budget
monitoring, cash management and internal control procedures, an
advantage;
•Experience working in an international organization and knowledge of the UN is essential
Skills
•Good, communication, reporting and negotiation skills;
•Excellent monitoring skill; Managerial Skill; Organizational Skill; Accuracy;
•Ability to work with limited supervision
•Ability to multi-task and delivers on set objectives and timelines in hardship situations;
•Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
•Attention to detail, ability to organize paperwork in a methodical way;
•Discreet, details and clients-oriented, patient and willingness 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.
Languages
For all applicants, fluency in English and Somali is required (oral and written).
Required Competencies
The incumbent is expected to demonstrate the following values and competencies:
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 wherever
possible.
•Integrity and transparency: maintain 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 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 special 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 neighboring 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 neighboring
country located within commuting distance, and a work permit, as
applicable.
How to apply
How to apply:
If you are interested, please submit your CV and Cover Letter via email
with the subject of the position title and VN number to
recruitmentsomalia@iom.int before the closing date.
No Fees: IOM does not charge a fee at any stage of its recruitment
process (application, interview, processing, training, or other fee).