Finance Assistant (Treasury) - HH at International Organization for Migration - IOM

Job Identification: 11580
Grade: G-4

Job Description

• Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.
• For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Responsibilities

• Provide day-to-day financial assistance for the successful management of the humanitarian hubs
• Maintain the Humanitarian Hub's petty cash. The staff member will be responsible for reporting on a regular basis (twice monthly) on the status of funds entrusted to him/her, arrange monthly cash counts and advise the PM the petty cash balances daily.
• Process and release approved cash payments to staff and other payees, ensuring that signed official receipts and other relevant supporting documents support all payments.
• Daily management, collection, receipting and custody of all accommodation payments made at the Humanitarian Hub.
• Prepare finance documents for banking and ensure relevant supporting documents are attached
• Review and extract monthly accommodation invoices from Humanitarian Hub online services for invoices generated in error and requests for corrections.
• Monitor compliance with hub expenditure and maintain and track records of all the revenue generated within the humanitarian hub and forwarded to the Resource Management Unit.
• Perform payment reconciliation to confirm the validity of charges in the accounting system (SAP) against the Payment Requests before uploading payments on the banking platform
• Maintain accounting records in accordance with IOM Accounting rules and procedures.
• Review, verify, and certify all kinds of payment documents (Account Payables /Account Receivables) starting from PRF to payment request, and ensure all valid supporting documents are attached and signed off by all relevant signatories.
• Assist RMO/PM in preparing the annual cost recovery Budget/ Donor budget for the Humanitarian Hub, monitor the budget control process, and analyze variances between budget, revenue generated, and actual expenditures.
• Assist in monitoring financial and other resources in the Humanitarian Hub specifically in relation to cost recovery; undertake preliminary financial analysis and the oversight of financial expenditure in the Hubs.
• Maintain a filing system and ensure the proper custody of financial documents, vouchers, bank correspondence, etc. Ensure Verify that before filing the paid documents are stamped “PAID”.
• Perform E-filling as needed and make sure all documents posted are digitally archived.
•  Assist with the maintenance of an effective banking system including preparing a monthly bank reconciliation.
• Retrieve filed and archived documents when needed for audit or other queries within the set time frames and assist in the preparation of responses to queries.
• Perform regular checks of petty cash and cash journals for Humanitarian Hubs.
• Bring to the attention of the supervisor any relevant financial and budgetary issues.
• Perform such other duties as may be assigned.

Qualifications
Education:

• University Degree from an accredited academic institution, preferably in Accounting or Business Administration with minimum 3 years relevant work experience.

Experience:

• Experience in in financial management of accounts, cash handling tasks, finance/accounting, and administrative.
• 3 years of relevant professional work experience
• Knowledge and previous experience in SAP or any other an Enterprise Resource Planning system is an advantage; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills:

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; and good computer literacy skills are required.
• Strong organizational and time management skills, and ability to deliver under tight timelines.
• Discreet, details and clients-oriented, patient and willingness to learn new things.
• Knowledge of IOM or UN internal procurement and financial rules and corresponding ERP components is an advantage.
• Ability to work under time constraints and deadlines in challenging settings.
• Ability to work in multicultural and multi-ethnic environments.
• Demonstrated ability to identify, approach, and coordinate with stakeholders of diverse backgrounds and levels of expertise.

Languages:

• Required: For all applicants, fluency in English is required (oral and written).
• Desirable: Working knowledge of the local language.

Required Competencies
The incumbent is expected to demonstrate the following values and competencies:

Valuse - 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.
• 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.
• 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 - 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Required Skills:

• Accounting
• Budgeting
• Cash Bank Management
• Finance Policy and Direction
• Human Resources
• IPSAS
• Occupational Health
• Security and Staff Safety.