Budget Assistant

Open to Internal and External Candidates

Position Title: Budget Assistant

Duty Station: Geneva, Switzerland

Classification: General Service Staff, Grade G6

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 01 October 2024

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.

IOM is committed to a diverse and inclusive work 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.

Context:

The Budget Division is responsible for preparing the Organization’s annual Programme and Budget and related documents, provides advice on budgetary matters and establishes guidelines and procedures for preparing Country Offices and project budgets. The Budget Division provides guidance for ensuring that all institutional requirements are incorporated in budgets and prepares the assessment scale used to calculate Member States contributions to the Administrative Part of the Budget. In addition, the Budget Division ensures that all costs are appropriately budgeted to meet the objectives of the Organization’s activities within the limits of available resources.

Under the overall supervision of the Chief, Budget and the direct supervision of the Budget

Analyst and working closely with the other members of the Budget Division, the Budget Assistant will assist in the preparation of the yearly Programme and Budget and other budget-related documents in particular in relation to the financial administration of the core budget.

Core Functions / Responsibilities:

1. Assist the BUD Division team members in the preparation of budget related documents, including but not limited to the Annual Programme and Budget and its revision and summary update, by drafting the relevant tables, graphs, data and descriptive elements assigned.
2. Support the preparation on a regular basis internal monitoring reports and subsequently liaise with DHR to ensure that the core funded staffing structure is accurately reflected in the ERP.
3. Assist in closely monitoring the budget versus actual financial data in relation to the core budget allotments to HQ units and in the field and provide technical advice and input to facilitate the appropriate and coherent utilization of budget allocations.
4. Provide technical budgetary support to facilitate compliance of core funded administrative activities with IOM rules, regulations, policies and strategies, and implementation of any relevant internal standard operating procedures (SOPs).
5. Bring any relevant administrative, financial, and budgetary issues to the attention of the supervisor.
6. In coordination with the supervisor, create and maintain in the ERP the structure of the core funded projects for HQ.
7. Assist the supervisor and other BUD Division Team members in the preparation of the annual core budget allotments to individual units and/or missions, including periodic updates, whenever applicable.
8. Assist the BUD Team members in preparing documents, dashboards, presentations, charts, tables, and statistics, including through merging relevant information from large datasets, for analyses and preparation of budget related reports.
9. Prepare and review the monthly projectization of core funded positions at HQ including forecasts of resources allocation to facilitate decision-making regarding utilization of eventual savings.
10. Assist with the coordination process of contract extensions, vacancy notices, and travel authorizations.
11. Review the request of funding for the UN engagement related costs and upon coordination with the supervisor liaise with the requesting offices. Ensure regular monitoring of related budget execution.
12. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Bachelor’s degree in Business Administration or related fields from an accredited institution with four years of relevant professional experience; or,
• High school diploma with six years of relevant professional experience.

Experience

• At least four years (six years for high school diploma holders) of experience in accounting and finance;
• Experience in working in a multilateral system, preferably UN context, with deep familiarity of the UN system, its secretariat, agencies, funds, programmes and organizations; working also closely with international agencies, NGOs and other stakeholders, and governments;
• Experience in enterprise resource planning systems, Microsoft Office (Word, Excel, Outlook,etc.), and in integrated financial management information system (ERP) relevant to accounting and finance such as Oracle or similar; and,
• Experience of working in the field mission(s) is highly desirable.

Skills

• Knowledge of IOM financial management procedures and policies;
• Knowledge of IOM budget planning software;
• Excellent written and oral communication skills;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things;
• High sense of responsibility and motivation;
• Proven track record to work independently and good planning and organizational skills;
• Proven capacity to establish and maintain effective partnerships and working relations internally and externally;
• Excellent communication skills, especially in a multilingual setting; advanced writing skills particularly important;
• Knowledge of IOM/UN regulations, policies and procedures;
• Proven ability to work effectively and harmoniously within a team of colleagues from varied cultures and professional backgrounds;
• Excellent analytical skills, ability to solve complex finance related problems and provide adviceto mission finance staff and project managers on accounting matters; and,
• Tact and discretion in managing relationships.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

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

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

Internal candidates of the Organization will be considered as first-tier candidates.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various departments. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

Only candidates possessing the right of residence and right to work in Switzerland can be considered for this vacancy. Candidates for this vacancy will be considered to be locally recruited and will be eligible for allowances and benefits available to locally-recruited staff members.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.