SPECIAL VACANCY NOTICE

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Open to Internal and External Candidates

Position Title : Administrative Finance Assistant

Vacancy Number : SVN/IOMSO/003/2022
Duty Station : IOM Somalia in Garowe, Somalia
Classification : General Service, Grade G5
Type of Appointment : Special Short Term, six months with possibility of
extension
Estimated Start Date : As soon as possible

Closing Date : 31 May, 2022

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. Internal candidates are
eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are
considered as first-tier candidates.

Context:
Under the overall supervision of the Resource Management Officer and the direct supervision
of the Finance Officer, the successful candidate will be responsible for providing effective and
efficient administrative support to Resource Management Unit for Admin and Finance
functions in Sub Office Garowe and also covering Bossaso area.

Core Functions / Responsibilities:

1. Ensure that all invoices are verified as per IOM & donor regulations, cash and cheque
payment requests are duly completed and coded correctly in PRISM, certified and
authorized by authorized staff and all the necessary supporting documents are
provided before payment is made.
2. Continuously monitor the funding status of the IOM Somalia sub- offices to ensure
sufficiency of available funds and prepare funding request accordingly.
3. Maintain accounting spread sheets in accordance with IOM procedures.

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 4. Analyse and reconciles service providers accounts and ensures that invoices are
correct, projects are charged a true and fair cost of their usage and any private usage
is duly recovered/reimbursed.
5. Check and ensure that all Travel Authorizations (TAs) and Expense Claims are
correctly completed and TASS is updated accordingly.
6. Review vendor Master data for both staff and suppliers in sub-offices and settle the
outstanding items.
7. Review Sub Office internal controls and notify the HoSO and Resource Management
Officer (RMO) of any potential weaknesses and propose corrective measures
required.
8. Perform month end closure processes and assist in the preparation and dispatch of
monthly accounting returns package and bank reconciliation be sent to the Regional
Accounting Focal as well as support Finance Officer with responding to the Mission’s
Periodic Checklist Review.
9. Regularly update and maintain the mission’s bank signatory panel to its bank accounts
held with financial institutions operated by the Mission
10. Create and maintain effective filling & e-filling systems as per financial instructions
and documents for ease of reference and ensure all vouchers are paid stamped
before filling.

HR/Admin Duties:
11. Assist hiring requests in Sub Office in liaison with HR Unit and assist onboarding of
new staff to sub-office.
12. In coordination with HR colleagues, to manage staff attendance according to
established procedures. Maintain a file for attendance records (copies) for all local
staff in sub office i.e. daily timesheets, Annual and Sick Leave records, and monitor
the Rest & Recuperation (R&R) Schedule for all staff in accordance with the Staff
Rules and Regulations.
13. In coordination with HR colleagues, to manage overtime requests and hours worked
for all staff and ensure actual hours worked are recorded accordingly.
14. Prepare work plans for the Administration Unit. Prepare reports as and when required.
15. Follow up on any other HR and admin related issues in the sub-Office.
16. Perform any other duties as may be assigned from time to time

Required Qualifications and Experience

Education

• Bachelor’s Degree in Accounting and Finance, Business Administration, Public

Administration from an accredited academic institution with three years of relevant
professional experience; or
• High School Degree in the above fields with minimum five years of relevant
professional experience, or an equivalent combination of training and experience

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Experience

• Preferable three years of relevant professional experience in a busy administrative

and finance office/environment.
• Experience working with accounting and procurement system, an advantage.
• Experience working in respective programme/project preferably at field level, in
emergency and conflict environments.
• Previous experience with UN and International Agencies, international or local
NGOs is required.
Skills

• Mature individual, able to work independently, under pressure, able to maintain

accuracy, paying attention to details, meeting deadlines and working with minimal
supervision.
• Strong interpersonal and intercultural skills with proven ability to work effectively
and harmoniously with a team of colleagues.
• Demonstrated ability to maintain integrity in performing responsibilities assigned.
• Strong knowledge of computer applications, especially MS Word, Excel, Outlook
and Access. Knowledge of SAP an added advantage

Languages

• Fluency in English and Somali both written and spoken is required.

Required Competencies

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.

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 • 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 potential

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.

Only candidates residing in either the country of the duty station or from a location in a
neighbouring 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 neighbouring country located within commuting distance, and work
permit, as applicable.

How to apply:

Interested candidates should submit CV and a cover letter indicating the Special Vacancy
Notice Number (SVN No.), Position Title and the Duty Station with three professional
referees and their contacts (both email and telephone) to: recruitmentsomalia@iom.int

Posting period:
From 18.05.2022 to 31.05.2022

Only shortlisted applicants will be contacted.

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