Project Administrative Assistant

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Project Administrative Assistant

Vacancy Number: SVN/IOMSO/002/2024

Duty Station: Mogadishu, Somalia (IOM Somalia)

Classification: General Service Category, Grade G5

Type of Appointment: Special Short Term, six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 28 February 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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 Programme Manager of the Migrant Protection and Assistance (MPA) Unit and the direct oversight of the National Programme Officer, the Project Assistant (Administrative and Finance) will be responsible for administrative and finance activities related to the Migrant Protection, Return, and Reintegration (MPRR) and other MPA related programmes. These deliverables include but are not limited to: purchase requisition, payment processing, preparation of travel requests, review of financial reports from implementing partners, follow-ups on

Core Functions / Responsibilities:

1. Assist the MPA team with daily administrative tasks related to all activities associated with the implementation of the portfolio including regional projects on MRP, the MPRR, and country projects at a country level and sub-offices in Bossaso and Hargeisa.
2. Ensure proper documentation of all activities related to the MRP, and MPRR projects and collect supporting documents to process procurement and finance-related tasks in a timely manner, following up within the team and across departments where necessary.
3. Ensure that all necessary supporting documents related to the provision of in-kind and cash-based reintegration under MPRR and other projects, including traditional AVRR arrangements, and services and vendor requests are provided before the payment request is submitted to the finance unit.
4. In close coordination with Implementing Partners (IPs), collect, and review financial reports and supporting documentation prior to submitting them to respective finance focal points.
5. Support logistical and administrative aspects of the organization of workshops, trainings, accommodation, and other relevant events.
6. Provide administrative and logistical planning support to staff and partners regarding duty travel, travel requests, security clearances, accommodation, official missions, and expense claims of MPA staff.
7. Arrange MPA staff meetings, draft minutes and action points for each meeting, and share them with the direct supervisor and MPA Programme Manager.
8. Maintain proper organization and documentation of all administrative and finance documents, follow-ups, commitments, payments, and other related tasks.
9. Follow up with MPA staff to submit necessary documents for clearance including travel requests, advance payments, separation forms, timesheets, etc.
10. In close coordination with MPA team members, prepare IP agreements, and service agreements, and review and validate financial reports and supporting documents for payment processing.
11. Review financial reports and supporting documents from Migration Response Centers (MRCs) and other reception and transit centers in Mogadishu, Hargeisa, Berbera, and Bossaso.
12. Perform any other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s Degree in Accounting, Finance, and Business Administration from an accredited academic institution with a minimum of three years of experience in a similar role with UN, INGOs, and related institutions.
• High School Degree/Certificate from an accredited academic institution with five years of professional experience

Experience

• Professional experience in financial administration and prior experience in working with the UN, INGOs, and other associated agencies in the Somali context.
• Strong experience in financial accounting and administration in massive portfolios.

Skills

• Knowledge of standard procurement, payment, and administrative processing standards.
• Knowledge of minimum documentation required for payment processing.
• Knowledge of office packages (Word, xl, ppt, etc.)
• Good communication skills

Languages

Required

Native in Somali

For all applicants, fluency in English is required (oral and written).

Required Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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, and makes people feel safe, respected, and fairly treated.

Core Competencies – behavioural indicators level 2.

• 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 special 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 neighboring 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 neighboring country located within commuting distance, and a work permit, as applicable.