International Organization for Migration Admin & Finance Assistant Jobs in Ethiopia

International Organization for Migration Admin & Finance Assistant Jobs in Ethiopia

Job Id: 226383

Category: Accounting and Finance, Business and Administration

Location: Moyale, Oromia

Career Level: Mid Level ( 2+ - 5 years experience)

Employment Type: Full time

Salary: UN Salary Scale for G4

Job Description

Vacancy No.

IOM-SVN/0118/2019

Position Title

Admin & Finance Assistant

Duty Station

Moyale, Ethiopia

Classification

G-4

Type of Appointment

SVN, Six months with possibility of extension

Posting Period

16.10.2019 - 25.10.2019

Context and Scope of the Position

Under the general supervision of the Head of Sub-Office in Moyale and technical guidance from Resource Management Officer in addis Ababa, the incumbent will be responsible for carrying out duties related to Administrative and Financial activities. In particular, he/she will be responsible for the following:

Core Functions / Responsibilities:

Assist in maintaining the filing system of all vouchers, financial, administrative and office documents including the files of IOM General Instructions, General Bulletins, Accounting Instructions, as well as for Instructions or Memoranda issued locally.

Establish payment and receipt vouchers according to standard procedures of the Organization.

Assist in processing payments on time, based on authorized claims or invoices in line with IOM travel regulations, and other relevant regulations and instructions. Ensure that claims, invoices and payment vouchers are complete including supporting documentation and authorizations before releasing payments.

Act as Petty Cash Custodian responsible for timely replenishment records of petty cash.

Assist the Administration & Finance Assistant III in the preparation of monthly financial statements and during verification audit exercise.

Assist in the preparation of travel authorizations and advise on allowances for staff members leaving on duty travel.

Follow-up the operational and travel advance to the staff

Assist in maintaining the administrative/HR records and procedures in the sub-office e.g. timesheets, personnel files, recruitment process & employment contracts etc. along with submission of relevant reports as and when needed.

Assist in implementation of necessary internal controls under all of the procedures & transactions performed at field level,
Monitor office/equipment maintenance, utilities and their invoicing. Monitors stock of office supplies and orders / requests replenishments when required;

Responsible for the inventory of office equipment verifies and certifies coding of supplies, equipment, and office machines.

Checks and prepares inventory reports;
Follow Procurement Policies and threshold.

Prepare and/or receive Purchase Request Form (PRF) and ensure that all necessary information concerning specifications, justifications, WBS and expected delivery dates are correct.

Identify potential vendor and issue Request for Quotations (RFQ).

Analyses, evaluates and compares the quotations on Bid Analyses Sheet (BAS); and recommend to the relevant requester and award orders to the selected vendors.

Prepare Purchase Order (PO) including necessary information on material/asset code, specification, quantity, price, delivery date, payment and vendor contact details.

Receive and inspect goods/services according to PO specifications and that all goods are in good condition. Ensure Good Delivery/Receiving Note (GRN) is issued and signed.

Onward delivery to final destination and ensures GRN and WayBill are issued and signed.

Ensure all approved PR (Payment requests) are submitted to Finance for payment and keep copy of

each PR in a sequential manner.

Coordinate with the Main office and Sub-office colleagues/ Officer for proper reporting

Any other duty within the incumbent's capabilities as assigned by the Head of Office.

Job Requirements

Required Qualifications and Experience

Educational Qualification

University Degree in Accounting/Business Administration or alternatively an equivalent combination of relevant training and experience.

Professional Experience

A minimum of four years’ experience in finance and accounting as well as administration.

Experience in NGOs & International organizations is an asset;

Ability to coordinate administrative activities

Sound knowledge of financial and administrative management and effective resource management skills

Knowledge of SAP is highly advantageous

High level of computer literacy (MS Office Word, Excel and Outlook) in particular experience in computerized accounting systems including SAP application

Languages

English and Oromeffa language skills required.

Knowledge of other local languages is advantageous.

Values and Competencies

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

Values:

Inclusion & respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion wherever possible.

Integrity & 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.

Core Competencies:

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 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.

How to Apply

Interested candidates are invited to submit their application/ motivation letter enclosed with only detail CV written in English via our e-mail address RECADDIS@IOM.INT, by 25 October 2019 at the latest, referring the position title and Vacancy number in the subject line of your email; no photocopies of educational/training certificates is required at this stage; applicant who doesn`t follow the required application procedure will automatically be disqualified from the competition.

Only shortlisted candidates will be contacted.



We strongly encourage qualified women to apply!

International Organization for Migration Admin & Finance Assistant Jobs in Ethiopia