IOM Hiring Senior Medical Finance & Administrative Associate – Nairobi

Nairobi, Kenya

Job Description

Applications are welcome from internal and external candidates. 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, internal candidates are considered first-tier candidates.

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 is committed to a diverse and inclusive 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.

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 Administrative and Finance Officer (HAP) and the direct supervision of the Regional National Migration Health Finance and Administrative Officer, the Senior Finance & Administrative Associate will perform the following duties: 

Responsibilities

Responsibilities and Accountabilities

1. Provide procedural guidance to supervise and train other finance and admin support staff.
2. Manage financial resources through monitoring and controlling assets, reserves, funds, supplies, etc., in accordance with IOM rules and regulations.
3. Provide guidance and assistance to country offices and sub-regional HAP offices on financial and administrative procedures of GHAP and other Health Assessment programmes. 
4. Conduct reviews and evaluate annual budget requests and budget revisions submitted by country offices to ensure compliance with the budgeting requirements. Provide budget analysis and coordinate the findings and recommendations and follow up with country offices until submission has been finalized.
5. Perform evaluation of country offices’ financial performance on a monthly or quarterly basis to monitor compliance with financial policies, procedures, rules and regulations.
6. Conduct yearly monitoring and review of medical assets, commitments, start-up costs, capacity building, GHAP fees, and triangulation of FTE across Health Assessment programmes.
7. Consolidate data into financial statements and produce regular financial monitoring reports to assist in monitoring expenditures to ensure budget consumption remains within authorized levels.
8. Analyse past trends and current financial data to provide regular and ad hoc financial information to support informed financial decision making.
9. Assist in monitoring that bank reconciliations for IOM accounts are regularly performed and reviewed by designated stakeholders.
10. Perform validation of salary projectization of MHD Regional staff by executing validity checks on monthly payroll results.
11. Verification of payments in the system are made based on proper authorizations and supported by legitimate and sufficient documentation for Telerad transactions.
12. Provide assistance responding to audit queries and follow up on audit recommendations.
13. Review the status and monitor the proper maintenance of Vendor Accounts in accounting system.
14. Provide yearly webinar or face-to-face trainings regarding the budget preparation and financial performance reviews.
15. Enhance reporting templates and assist in the preparation of standard operating procedures (SOP), work instruction manuals, and invoicing procedures within the assigned work areas;
16. Perform other related duties as required.

Qualifications

Education

• Bachelor’s degree in Business Administration, Accounting, Finances, or a related field from an accredited academic institution with four years of relevant professional experience; or, 
• High School diploma with six years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

1. Mature individual, able to work independently, paying attention to detail and meeting deadlines; 

2. Capable of working as a team and under stressful and hardship conditions; 

3. Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities; 

4. Attention to detail, ability to organize paperwork in a methodical way; 

5. Discreet, details and clients-oriented, patient and willingness to learn new things; 

6. Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage; 

7. Ability to meet deadlines and work under pressure; and 

8. Personal commitment, efficiency, flexibility, drive for results.

Skills

1.Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage; 

2.Prior working knowledge of budgeting, financial analysis, costing, etc; 

3.Ability to set up internal record tracking and planning for accounting and Budgeting cycles;

4.Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.

Languages

For all applicants, fluency in English is required (oral and written). Working knowledge of French; and/or any other UN Official language is advantageous.

IOM’s official languages are English, French and Spanish.

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

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

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

Managerial Competencies – behavioural indicators (Level 2) (applicable only if position is with direct reports)

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
5. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job VacanciesApply Now

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