Special Vacancy Notice
Open to National Internal and External Candidates
Position Title : Admin & Finance Assistant
Duty Station : Gitega, Burundi
Classification : General Service- G5 Step 01
Vacancy number : SVN 2021_BI10_01 Admin & Finance Assistant
Type of Appointment : Six months, with possibility of extension
Organizational Unit : RMU
Direct Supervision : RMO
Estimated Start Date : ASAP
Closing Date : 23 February 2021 at 4:30 p.m
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.
Organizational Context and Scope:
Context
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 nongovernmental 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 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.
Scope:
Under the overall supervision of the Resource Management Officer, and direct supervision of the Head of Sub Office (Gitega), in close coordination with HR, Logistics/Procurement Assistants, and relevant units of Bujumbura Office, the Admin/Finance Assistant is responsible for providing daily financial and administrative assistance.
FUNCTIONS/RESPONSIBILITIES:
He/she will be responsible for:
1. Prepare the imprest report for Sub office and ensure all supporting documentation and signatures are complete before sending to Bujumbura.
2. Handle the daily petty cash and ensure the safe custody of all cash at hand. On a daily basis submit a petty cash replenishment request to the HSO.
3. Count cash float daily and verify that the amount on hand coincides with accounting spread sheets.
4. Maintain a filing system and ensure that paid vouchers are filed in the order in which they are entered to cashbook.
5. Verify invoices and prepare all cash and cheque payments for utilities, office equipment and supplies, printing, and other contracts, services or running expenses. Ensure that all cash and the necessary supporting documents are provided before payment is made.
6. Submit funding requests to IOM mission office in Bujumbura and ensure that sufficient funds are available locally and issue official IOM receipts for all collection made by the Sub Office.
7. Check and review that all TA’s and expense claims are duly completed, and all supporting documents are attached prior to dispatch to Mission office Bujumbura for computation and reimbursement.
8. Notify the HSO and RMO of any potential weaknesses, propose corrective action and prepare estimated cost for budget preparation purposes.
9. Keep and update an inventory list and tracking system of all IOM assets in Gitega and set up/streamline procedures to safeguard all IOM assets/supplies in Gitega. Assist in disposal of assets according to IOM procedures.
10. Perform procurement functions, in line with needs of the IOM office in Gitega and according to the IOM procurement policy. Set up and implement appropriate mechanisms to avoid fraud and ensure transparency. Apply for and follow up all duty/VAT exemption applications for procured goods/services.
11. Maintain personal files for staff members updated regularly and verify that contracts for staff members are valid and issued on time, attendance records are updated, leave requests are submitted by the staff members properly and registered in the excel spread sheet.
12. Oversee the service providers for general cleanliness of the office premises, security, and monitor the maintenance of the office building, utilities, and communication.
13. Provide induction to newly recruited national staff on entitlements and benefits as well as administrative procedures on other HR issues.
14. Perform other duties as may be required by supervisor.
Required competencies.
The incumbent is expected to demonstrate the following values and competencies:
Values
• Inclusion & respect for diversity: Respects and promotes individual and cultural differences.
Encourages diversity and inclusion wherever possible.
• Integrity & 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
• 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 and explains complex matters in an informative, inspiring and motivational way.
Education and Experience:
1. Bachelor Diploma in Commerce, Business Administration or an equivalent combination of relevant training and experience is an advantage with 3 years of relevant professional experience.
Or;
Higher Secondary School in Commerce, Business Administration or an equivalent combination of relevant training and experience is an advantage with 5 years of relevant professional experience.
2. High level of computer literacy (MS Office Word, Excel and Outlook)
3. Excellent knowledge of the IOM project management cycle.
4. Demonstrated expertise in the thematic area relevant to project development.
5. Good knowledge of UN and bilateral donor programming.
6. Familiarity and demonstrated experience with Government relations and advocacy.
Languages
▪ Required: French, English, and Kirundi (Written and Spoken)
Notes
Internal candidates of the Organization, as well as external female candidates, will be considered as first-tier candidates. This vacancy is also open to second-tier candidates.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation.
How to apply:
Interested candidates are invited to submit their applications to
jobsburundi@iom.int latest
23rd February 2021 at 4:30 p.m.
In order for the applications to be considered valid, IOM only accepts applications with a cover letter not more than one page specifying the motivation for application, addressed to the Chief of
Mission, International Organization for Migration (IOM) and with a subject line “SVN 2021_BI10_01 Admin & Finance Assistant.”
All applications should include a functional e-mail address, mobile numbers, copies of diploma and any other certificate, copy of national ID card and detailed Curriculum Vitae (CV).
Female candidates are strongly encouraged to apply.
Please note only shortlisted candidates will be contacted.
Posting period: From 9th February 2021 to 23 February 2021.
