Special Vacancy Notice
Open to National Internal and External Candidates
Position Title : Administrative and Finance Assistant
Duty Station : Gitega, Burundi
Classification : General Service- G5
Vacancy number : SVN_ 2022_BI10_06 Administrative and Finance Assistant
Type of Appointment : SST Special Short-Term contract – Six months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 11 March 2022
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.
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. Female candidates are strongly encouraged to apply.
Organizational Context and Scope:
Under the overall supervision of the Chief of Mission, general guidance of the RMO /APO and direct
supervision of the Head of Sub Office (Gitega) with technical supervision of the Finance Officer, in close
coordination with HR, Logistics/Procurement Assistants, and relevant units of Bujumbura Office, the Finance
Assistant is responsible for providing daily Financial and Administrative assistance. He/she will be responsible
for:
FUNCTIONS/RESPONSIBILITIES:
1. Verify request for payments from Gitega and all other sub-offices and ensure that the correct
supporting documentation have been attached and that the correct WBS has been used.
2. Review Travel Expense Claims (TEC) for Gitega staff and all other sub-offices, verify authenticity
of the supporting documents provided. Ensure that the computation of the TECs is in line with
IOM’s Travel Rules and Regulations.
3. Follow-up with staff members in Gitega and other sub-offices to submit imprest reports for their
operational advances, review the supporting documents and in coordination with the SFA, clear
their vendor accounts
4. Post and review accounting transactions in PRISM FI as required and ensure that the correct WBS
and General Ledger accounts has been used and that entries are correctly captured.
5. Prepare and submit funding requests for Gitega and all other sub-offices 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.
6. Notify the Head of sub-office and the Finance Officer of any potential weaknesses in the Internal
Controls, propose corrective action.
7. Maintain 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 policies and procedures
8. Apply for and follow up all duty/VAT exemption applications for procured goods/services.
9. Maintain attendance records for staff and ensure that they are updated monthly, leave requests
are submitted by the staff members as and when they take leave.
10. Oversee the service providers for general cleanliness and maintenance of the office premises,
monitor and verify consumption of utilities, i.e., water and electricity,
11. Provide an induction and orientation to newly recruited national staff on administrative
procedures.
12. Act as a focal point for Staff Security Unit, monitor and manage the security unit.
13. Ensure that payment of rent and other utilities in Gitega and all other sub-offices is done in a
timely manner
14. Perform other duties as may be required by supervisor.
Education and Experience:
Bachelor’s degree in Commerce, Business Administration, or an equivalent combination of relevant
training with 3 years of relevant professional experience; or
• High School/Certificate in the above fields with 5 years of relevant professional experience.
• High level of computer literacy (MS Office Word, Excel, and Outlook)
• Excellent knowledge of the IOM project management cycle.
• Demonstrated expertise in the thematic area relevant to project development.
• Good knowledge of UN and bilateral donor programming.
• Familiarity and demonstrated experience with Government relations and advocacy
Bureau
Languages
• Fluency in English and French is required (oral and written).
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.
Notes
Internals of the Organization and NMS candidates will be considered as first-tier candidates. This vacancy is
also open to second-tier candidates. The appointment is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment, background
check and security clearances.
How to apply:
Interested candidates are invited to submit their applications to
jobsburundi@iom.int latest
11 March 2022,4:30 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_ 2022_BI10_06 Administrative
and 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).
Note: only shortlisted candidates will be contacted.
NO FEE: The International Organization for Migration (IOM) does not charge a fee at any stage of the
recruitment process (application, interview meeting, process or training). IOM does not concern itself with
information on applicants’ bank details.
Posting period: From 25.02.2022 to 11.03.2022
