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.