Position description
Position Title: Regional Resources Management Officer
Duty Station: Nairobi, Kenya
Classification: Professional Staff, Grade P2
Type of Appointment: Fixed term, one year with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 28 January 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.
IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.
Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. 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, the following are considered first-tier candidates:
- Internal candidates
- Candidates from the following non-represented member states:
Antigua and Barbuda; Barbados; Botswana; Cabo Verde; Comoros; Congo (the); Cook Islands; Dominica; Fiji; Grenada; Guinea-Bissau; Holy See; Iceland; Kiribati; Lao People’s Democratic Republic (the); Madagascar; Marshall Islands; Micronesia (Federated States of); Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Solomon Islands; Suriname; The Bahamas; Tonga; Tuvalu; Uzbekistan; Vanuatu
Second tier candidates include:
All external candidates, except candidates from non-represented member states.
Context:
Under the overall supervision of the Regional Director (RD) in the Regional Office for East and Horn of Africa in Nairobi, Kenya, and the direct supervision of the Senior Regional Resources Management Officer (SRRMO), and in collaboration with relevant units at Headquarters (HQ), Administrative Centres (MAC and PAC) and the IOM Regional Office for European Economic Area in Brussels, Belgium, the Regional Resources Management Officer will be responsible for providing specialized resource management support to the Regional Office (RO) and Country Offices (CO) under RO Nairobi.
The Regional Resources Management Officer will oversee the financial management of regionally managed projects Joint Initiative (JI), Better Migration Management (BMM), Migrant Response Plan (MRP), Foreign, Commonwealth & Development Office (FCDO) and others, thereby ensuring compliance with the IOM and the donors’ financial rules and regulations.
The Regional Resources Management Officer will also oversee regional projects’ Procurement functions, Implementing Partners’ selection, engagement and management, and the legal & compliance functions for the Regional Office and its Country Offices.
Core Functions / Responsibilities:
- Coordinate overseeing the financial management for all activities of the EU regionally managed programmes and other regionally managed projects, including the oversight of financial expenditure and accountability, and undertake preliminary financial analysis of all activities for Implementing CO’s.
- Provide input for donor financial reports following IOM regulations and established procedures and coordinate the consolidation of the same, for submission to relevant units for endorsement.
- Provide administrative support in monitoring and overseeing the financial management for all activities of the regional projects including the oversight of financial expenditure and accountability; and undertake preliminary financial analysis of all activities for Implementing Country Offices (COs) (Djibouti, Ethiopia, Kenya, Somalia, Sudan, Eritrea, Burundi, South Sudan, Uganda, Tanzania, Rwanda, Yemen).
- Lead the process of preparing the JI donor financial report, provide input in accordance with IOM regulations and established procedures.
- Oversee monitoring of the budget control and analyse variances between budget and actual expenditures based on the donor agreement, for the regionally managed projects.
- Establish and manage the Implementing partner selection committee at the Regional Office in accordance with relevant instructions.
- Develop Implementing Partners due diligence assessment protocol to be rolled out in the region.
- Review the methodologies followed in the CO’s when engaging with IPs and ensure that COs adhere to the procurement rules and requirements of the Donors, like the flow-down provisions, etc. Also, ensure that the payment schedules are consistent with what is acceptable from a financial perspective.
- Monitor the financial exposure of the regionally managed programmes and projects regularly and ensure they don’t run into a deficit, especially when committing to the reintegration of individuals. Flag this to the senior management timely.
- Analyse and interpret the financial policies of IOM and donors and provide solutions to a wide spectrum of complex financial issues, in coordination with the SRRMO and, where applicable, the Manila Administrative Centre (MAC) and/or the Department of Financial and Administrative Management (DFM).
- Coordinate the financial and administrative aspects of agreements for the regionally managed projects in close coordination with relevant Project Managers and the Office of Legal Affairs.
- Strengthen internal controls by documenting and streamlining approval processes, including control of accounts, monitoring of cash management, and large procurements.
- Follow up on CO’s execution with IOM and Donor’s rules, regulations, policies, and strategies, implementation of the effective internal control, proper design, and functioning of the financial resources management system.
- Review assets and other financial reports prepared by Implementing COs, bring issues or anomalies to the attention of the supervisor, and provide information and guidance to Implementing COs on the appropriate application of internal controls and processes.
- Guide the process of budget preparations/ revisions and their submission to the Donor jointly with the CO’s.
- Regularly review ERP postings done by Implementing COs and provide guidance on corrections/adjustments, if necessary.
- Draft requests for funding instalments to the donor and verify that funding is received in accordance with donor agreement.
- Monitor budget control and analyse variances between budget and actual expenditures in the JI programme based on the donor agreement.
- Inspect payroll versus implementing COs’ budgets, ensuring that salaries are correctly allocated to projects and consistent with IOM’s projectization criteria.
- Provide support and guidance to the Resource Management Units (RMU) of the COs under RO Nairobi on the application of IOM rules and regulations, by ensuring that donor requirements are followed.
- Participate and contribute to the Senior Management Team activities in developing and implementing a short and long-term strategy for RO in general and for the regionally managed programmes/projects. Liaise with Project Managers at the COs’ levels regarding programme budgets, funding levels of ongoing activities, and estimated funds coming in through foreseen future events.
- Act as Focal Person for external audits from the Donors and ensure that compliance with the donor requirements is always respected, to facilitate a successful Audit.
- Liaise with Donors on RMU matters regarding new, ongoing, or completed projects, as required.
- Carry out verification missions to the COs and review, validate, and report on the findings and provide recommendations on how to address the shortcomings. Share the report with relevant colleagues in RO Nairobi, Brussels, and when necessary, with DFM and OIG.
- Provide first-line support, guidance, and training in the Region concerning IOM’s policies and procedures relating to resources management matters.
- Oversee the Legal and Compliance Unit of RO Nairobi and provide support to the Implementing Partner selection and engagement process.
- Oversee Procurement and HR functions within the context of regional projects.
- Undertake travel to Implementing COs to assist Resources Management teams in the field and to provide guidance on the application of IOM rules and regulations and that donor requirements are followed when necessary.
- Perform such other duties as may be assigned.
Required Qualifications and Experience:
Education
- Master’s degree in Finance, Accounting, Business Administration, Management or a related field from an accredited academic institution with two years of relevant professional experience; or,
- University degree in the above fields with four years of relevant professional experience.
- Professional certification as chartered accountant (CA) or certified public accountant (CPA), Chartered Institute of Management Accountants (CIMA), or Association of Chartered Certified Accountants (ACCA) is an advantage.
Experience
- Experience in financial management, financial reporting, accounting, budgeting and purchasing;
- Experience in preparing reports, budgets, statistics and coordinate administrative activities; and,
- Experience with international institutions.
Skills
- Ability to prepare clear and concise reports, supervise staff and coordinate administrative activities;
- Good knowledge of MS Office products, specifically Excel, and good computer literacy skills required;
- Knowledge of International Public Sector Accounting Standards (IPSAS) and SAP is highly desirable; and,
- Knowledge of IOM accounting systems, software (SAP Finance) and procedures is a distinct advantage.
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.
Application instructions
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