Senior Project Administrative Assistant

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates
Position Title: Senior Project Administrative Assistant
Vacancy Number: SVN/IOMSO/039/2023
Duty Station: IOM Somalia, Nairobi Support Office Kenya.
Classification: General Service Category, Grade G6
Type of Appointment: Special Short Term, Six Months with possibility of Extension

Estimated Start Date: As soon as possible
Closing Date: 16 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.

Context:
The International Organization for Migration (IOM) is one of the major humanitarian and development actors in Somalia. IOM is leading the Danwadaag Consortium that aims at implementing durable solutions for displacement in Somalia.
As a cutting-edge programme that challenges the status quo and seeks new solutions, Danwadaag builds the capacity and accountability of relevant governance structures to lead on durable solutions, provides land and housing solutions paired with basic services and livelihoods opportunities working towards (re)integration support to Displacement Affected Communities. Through government-led inclusive community planning processes and collective efforts for recovery focused on the most vulnerable, Danwadaag programmes also aim to support foundations for peace and reduce drivers of conflict, while ensuring inclusive decision-making processes.
The Consortium Leadership Team (CLT) seeks additional capacity to ensure that these activities are relevant and implemented effectively and efficiently, and in line with National, International, and IOM- and consortium-member-specific frameworks, while meeting donor requirements.
Against this background, the CLT seeks to hire a the Senior Administrative Assistant to fulfil the duties outlined below.
Under the overall supervision of Durable Solutions Consortium Coordinator and the the direct supervision of the National Project Manager (Durable Solutions), the Senior Project Administrative Assistant will assist in implementing and monitoring all logistical, administrative and financial aspects of the Danwadaag Consortium Leading Team.
IOM is committed to a diverse and inclusive work environment. Internal candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Core Functions / Responsibilities:
1.Provide specialized administrative and financial support to the DS Unit, implementing partners and service providers in all DS project sites;
2.Process requests for payments ensuring all supporting documentation and signatures according to established approval standards are obtained before payment is made.
3.Regularly monitor and review budget lines to ensure that all active projects are utilizing the correct budget lines and maintain a finance tracker of DS projects to monitor burn rates, ensuring accuracy of staff, office, and operations expenditures, and provide the DS Coordinator and Project Mangers with monthly project budget reports.
4.Follow up on timely disbursements of funding to implementing partners as per contract/agreements and control utilization against budget, maintaining electronic and hard copy filing systems, and support re-organizing the filing system as needed;
5.Monitor the use of existing resources such as assets/inventory items, office/guesthouse facilities, motor vehicle fleet, etc., estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services;
6.Provide administrative and logistical planning support to staff and partners regarding duty travel, travel authorizations, security clearance, accommodation, and expense claims;
7.Travel to field sites to carry out internal auditing exercises and to support the administrative, financial, and procurement dimensions of the project implementation process; implementation process;
8.Assist in the development of annual administrative plans, contribute to longer term strategies and improvements to administrative policies, systems and procedures in compliance with IOM policies, standards, regulations and processes; Review Administrative Standard Operating Procedures (SOP) for consistency with the changing environment and adjust/recommend revisions as necessary;
9.Design and update templates for financial tracking tools related to operational expenses, staff expenses (salary and DSA), consultant expenses (including travel), and office costs associated with all active projects and programs;
10.Contribute to the budgetary design for project proposals and fund-raising initiatives to support Durable Solutions and Community Stabilization Programs for the IOM Somalia Mission;
11.Perform any other relevant tasks assigned by the DS Coordinator.

Required Qualifications and Experience
Education
•Bachelor’s degree in Business Administration, Finance, Economy Management, Social Science, or a related field from an accredited academic institution with four years of relevant professional experience; or

•High School Degree in the above fields with minimum six years of relevant professional experience.

Experience
•Professional experience in financial administration, control procedures, and procurement process;
•Experience working in respective programme/project preferably at field level, in emergency and conflict environments;
•Effective coordination with project staff and other units within organization, implementing partners, and other relevant parties; Experience working with accounting and procurement system, an advantage;
•Experience in IOM administrative and financial management, budget monitoring, cash management and internal control procedures, an advantage;
•Experience working in an international organization and knowledge of the UN is essential
Skills
•Good, communication, reporting and negotiation skills;
•Excellent monitoring skill; Managerial Skill; Organizational Skill; Accuracy;
•Ability to work with limited supervision
•Ability to multi-task and delivers on set objectives and timelines in hardship situations;
•Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
•Attention to detail, ability to organize paperwork in a methodical way;
•Discreet, details and clients-oriented, patient and willingness to learn new things; and,
•Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Languages
For all applicants, fluency in English and Somali is required (oral and written).
Required Competencies
The incumbent is expected to demonstrate the following values and 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 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, 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 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.