Medical Finance & Administrative Assistant

Context:

The International Organization for Migration (IOM) is the UN Migration Agency. With 173 member states it is committed to the principle that humane and orderly migration benefits migrants and society. Established in 1951 and now active in over 400 field locations worldwide, IOM works with partners, government and civil society to:

1. Assist in meeting the operational challenges of migration and mobility
2. Advance understanding of migration issues
3. Encourage social and economic development through migration; and
4. Uphold the human dignity and well-being of migrants and mobile populations.

IOM’s Regional Office for the East and Horn of Africa supports and monitors the following countries: Burundi, Djibouti, Eritrea, Ethiopia, Kenya, Rwanda, Somalia, South Sudan, Tanzania and Uganda. Through a team of specialists, the Regional Office supports the development, implementation, monitoring, reporting and evaluation of projects and initiatives undertaken by country offices and regional programmes.

Under the overall supervision of the Regional Migration Health Assessment Coordinator and the Regional Administrative and Finance Officer (HAP) and under the direct supervision of the Regional National Migration Health Finance and Administrative officer, the successful candidate will perform the following duties:

Core Functions / Responsibilities:

In particular he/she will:

1. Supports in managing financial resources by monitoring and controlling assets, funds, supplies, etc. in accordance with IOM rules and regulations;
2. Supports in preparing annual budget submission and revisions including estimating staff cost as well as rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses, to include in the budget;
3. Extract and input data from various sources in financial or accounting systems;
4. Supports in providing input, analysis and guidance in accounting, budget and financial related issues;
5. Supports in the preparation of the payroll by executing validity checks on monthly payroll results;
6. Review and analyse all types of payments starting from purchases to payment requests verifying that they are authorized and all the supporting documents are attached therewith;
7. Create new Vendor Accounts in PRISM;
8. Verify vendor claims for accuracy and conformance with IOM finance policies and instructions;
9. Perform claim verifications against documentation to ensure that purchases/services are properly authorized and that the goods have been received or services rendered;
10. Supports in the preparation of budget, accounting, financial, statistical reports and other reports as required;
11. Provide assistance to all staff services such as travel, expense claims, document retrieval, etc.;
12. Ensure proper and systematic completion of all posted payments and other accounting documents according to the established standards.
13. Responsible for the Petty Cash of the office; and
14. Perform other related duties as required.

Required Qualifications and Experience

Education

• Bachelor’s degree in Business Administration, Accounting, Finances, or related fields with three years of relevant professional experience; or,
• High School diploma with five years of relevant experience.

Experience

• Mature individual, able to work independently, paying attention to detail and meeting deadlines;
• Capable of working as a team and under stressful and hardship conditions;
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things;
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage;
• Ability to meet deadlines and work under pressure; and
• Personal commitment, efficiency, flexibility, drive for results.

Skills

• Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage;
• Prior working knowledge of budgeting, financial analysis, costing, etc;
• Ability to set up internal record tracking and planning for accounting and Budgeting cycles;
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds;

Languages

Fluency in both written and spoken English and Kiswahili is required. Working knowledge of other IOM official Languages is an advantage.

Required Competencies

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

Values – all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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.

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 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.