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May 29, 2016

Finance Assistant Job in Nairobi, Kenya




International

Organization for Migration (IOM)


Position

Title:
Finance Assistant I
 


Vacancy

Notice:
IOMKE/VN/057/2016
 


Duty

Station:
Regional Office, Nairobi, Kenya
 


Classification: General Service staff, Grade G5
 


Type

of Appointment:
 Fixed

term, one year with possibility of extension
 

Estimated

Start Date:
 As soon

as possible
 


Closing

Date:
 June

6, 2016


Established

in 1951, IOM is the leading inter-governmental organization in the field of

migration and 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:


 Under

the overall supervision of the Senior Regional Resource Management Officer (RO

Nairobi) and the direct supervision of the Senior Regional Finance Assistant,

the successful candidate will be responsible for providing effective and

efficient financial tasks at IOM’s Regional office in Nairobi, Kenya.



Core Functions / Responsibilities:


1.   
Extract and Review of Monthly Financial Reports for Operational

Support Income and Admin budgets for RO Nairobi and monitor expenditure to

ensure that budget lines have not been exceeded and are utilized within the

annual budget period;


2.   
Review and Post RO’s Accounts payable documents in SAP and

ensure that costs are correctly captured to the correct budget lines;


3.   
Review the Travel Authorization for RO staff to ensure that they

are duly completed and authorized, there is available budget for the travel,

there is necessary cost sharing with other missions and security clearance

obtained before travel;


4.   
Review of Travel expense claims for RO staff and verify

authenticity of the supporting documents provided and ensure that calculations

in expense claim are conforming to the travel rules and regulations;


5.   
Review of Travel Expense claims for the Regional Director,

liaise with CAS for endorsement of the expense claims and review and maintain

the Statement of Account for the RD;


6.   
Review the vendor accounts of RO staff, follow up with staff to

provide the necessary documentation needed to clear and maintain their vendor

accounts;


7.   
Archiving of authorized expense claims and it’s supporting

documents for Chief of Mission’s in the Region by way of scanning to aid in

easy access of records;


8.   
Create and maintain an orderly filing system for RO’s financial

documents both electronically and in hard copy according to IOM general

guidelines;


9.   
Reviews internal controls systems within the RO and notify SRFA

and SRRMO of any potential weaknesses and proposes recommendations for any

potential weaknesses;


10.  Extract,

file and update IOM General Instructions, General Bulletins, Accounting Code

Procedures, as well as for Instructions or Memoranda issued locally;


11.  Assist

the Senior Regional Finance Assistant in organizing RO’s trainings, workshops

and meetings;


12.  Review

and update the RO Asset office inventory, including verifying and certifying

coding of RO assets in PRISM;


13.  Review

of invoices related to RO and ascertain that the equipment, supplies or

services they refer to were duly received or provided;


14.  Monitors

and ensures billing of staff for private use of IOM assets e.g., private car

usage personal calls and recording in PRISM;


15.  Liaising

with procurement unit of the Kenya country office in procuring of items for the

Regional office in accordance to the IOM Procurement policies;


16.  Follow-up

with procurement staff and ensure timely delivery of requested supplies and

materials and keep the concerned staff informed on the status of the delivery;


17.  Act as

the Senior Regional Finance Assistant in her absence;


18.  Perform

such other duties that may be assigned


Required

Qualifications and Experience
 

  • Bachelor’s

    degree in Finance, Accounting, Business Administration or any other

    related field. CPA II or more will be an added advantage.


  • Minimum

    five years relevant experience in the field of accounting, finance,

    budgeting and management reporting.

  • Knowledge

    of accounting systems (SAP an advantage), generally accepted accounting

    principles and audit/review procedures.

  • Computer

    literacy including proficiency in MS Office applications; knowledge of

    other IT packages and their implementation is an advantage

  • Ability

    to analyse and interpret source information and data; capable of

    designing, reviewing and revising business processes to achieve efficiency

  • Personal

    commitment, efficiency, flexibility, drive for results, creative thinking,

    organized, accurate

  • Ability

    to work effectively with different levels within and outside the

    organization and with colleagues from varied cultures and professional

    backgrounds

  • Ability

    to draft correspondence and communicate effectively.

  • Must

    have a Certificate of good conduct

  • Fluency

    in English and Kiswahili is required.

  • Accepts

    and gives constructive criticism

  • Follows

    all relevant procedures, processes, and policies

  • Meets

    deadline, cost, and quality requirements for outputs

  • Monitors

    own work to correct errors

  • Takes

    responsibility for meeting commitments and for any shortcomings

  • Identifies

    the immediate and peripheral clients of own work

  • Establishes

    and maintains effective working relationships with clients

  • Identifies

    and monitors changes in the needs of clients, including donors,

    governments, and project beneficiaries

  • Keeps

    clients informed of developments and setbacks

  • Contributes

    to colleagues’ learning

  • Demonstrates

    interest in improving relevant skills

  • Demonstrates

    interest in acquiring skills relevant to other functional areas

  • Keeps

    abreast of developments in own professional area

  • Actively

    shares relevant information

  • Clearly

    communicates, and listens to feedback on, changing priorities and

    procedures

  • Writes

    clearly and effectively, adapting wording and style to the intended

    audience

  • Listens

    effectively and communicates clearly, adapting delivery to the Audience


Creativity

and Initiative

  • Actively

    seeks new ways of improving programmes or services

  • Expands

    responsibilities while maintaining existing ones

  • Persuades

    others to consider new ideas

  • Proactively

    develops new ways to resolve problems


Leadership

and Negotiation

  • Convinces

    others to share resources

  • Actively

    identifies opportunities for and promotes organizational change

  • Presents

    goals as shared interests

  • Articulates

    vision to motivate colleagues and follows through with commitments

  • Provides

    constructive feedback to colleagues

  • Identifies

    ways for their staff to develop their abilities and careers

  • Provides

    fair, accurate, timely, and constructive staff evaluations

  • Uses

    staff evaluations appropriately in recruitment and other relevant HR

    procedures

  • Holds

    directly reporting managers accountable for providing fair, accurate,

    timely, and constructive staff evaluations

  • Sets

    clear and achievable goals consistent with agreed priorities for self and

    others

  • Identifies

    priority activities and assignments for self and others

  • Organizes

    and documents work to allow for planned and unplanned handovers

  • Identifies

    risks and makes contingency plans

  • Adjusts

    priorities and plans to achieve goals

  • Allocates

    appropriate times and resources for own work and that of team members

  • Masters

    subject matter related to responsibilities

  • Identifies

    issues, opportunities, and risks central to responsibilities

  • Incorporates

    gender-related needs, perspectives, and concerns, and promotes equal

    gender participation

  • Persistent,

    calm, and polite in the face of challenges and stress

  • Treats

    all colleagues with respect and dignity

  • Works

    effectively with people from different cultures by adapting to relevant

    cultural contexts

  • Knowledgeable

    about and promotes IOM core mandate and migration solutions

  • Actively

    contributes to an effective, collegial, and agreeable team environment

  • Contributes

    to, and follows team objectives

  • Gives

    credit where credit is due

  • Seeks

    input and feedback from others

  • Delegates

    tasks and responsibilities as appropriate

  • Actively

    supports and implements final group decisions

  • Takes

    joint responsibility for team’s work

  • Learns

    about developments in available technology

  • Proactively

    identifies and advocates for cost-efficient technology solutions

  • Understands

    applicability and limitation of technology and seeks to apply it to

    appropriate work

  • Establishes

    realistic resource requirements to meet IOM needs

  • Adapts

    best Human Resources practices to the requirements of IOM to facilitate

    the achievement of strategic objectives

  • Effectively

    applies knowledge of relevant Human Resources practices and recognizes

    their application within the existing IOM processes

  • Delivers

    Human Resources solutions customized to the needs of IOM


 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 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 neighbouring 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 neighbouring country located within

commuting distance, and work permit, as applicable.
 


Submit

cover letter and CV, including daytime telephone and e-mail contact to:


International

Organization for Migration (IOM), 


Human

Resources Department, 


or

send via e-mail to hrnairobi@iom.int.
 


Closing

Date:
 06

June, 2016
 


Only

Shortlisted Applicants will be contacted.



NO FEE:
 The

International Organization for Migration (IOM) does not charge a fee at any

stage of the recruitment process (application, interview meeting, process or

training). IOM does not concern itself with information on applicants’ bank

details.




Posting period:
 From

24.05.2016 to 06.06.2016

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.






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