Vacancy
No:
IOM/006/12
Position
Title: Senior Finance Assistant – Grants Administration
Classification: Grade G7/01 (UN
Salary Scale for GS staff)
Duty
Station:
Nairobi, Kenya
Type
of Appointment:
6 months – Special Short Term contract with possibility of extension
General
functions:
Under
the overall supervision of the Project Manager for Market Assistance Project
for Somalia (MAPS) and under the direct supervision of the MAPS Grants Manager
and technical supervision of the Resource Management Officer, the incumbent
will support the financial administration for the MAPS project, including but
not restricted to payment verification, general accounting duties, supervising
the Finance Assistant for Commodity Accounting, and managing financial
documents to work in accordance with the IOM and donor financial rules and
regulations.
Essential
functions:
- Review all
payment requests to certify that appropriate supporting documents have
been provided and the correct project codes have been used, in preparation
for submission to the Finance Department in Nairobi.
- Review all
Purchase Requisition Forms and Purchase Orders raised related to
procurement in both Nairobi and the field, and certifies that all
appropriate supporting documents are attached using correct project codes
before submission to the Common Services and Finance departments in
Nairobi.
- Ensure
operational and grant payments related to the MAPS project are paid on time,
by processing of all cash and bank transactions and wire transfer payments
in liaison with IOM Nairobi Finance Unit.
- Ensure that
regular statements are received from the IOM MAPS Dahabshiil account in
Mogadishu, and check their accuracy
- Conduct analysis
of complex operational and local partner sub-grants expenditure against
budgets and make recommendations to management of the MAPS project.
- Develop and
maintain a spreadsheet of all MAPS sub-grants, contractors, and site
supervisors; monitor the payments of all expenses related to these
sub-grants, contractors and site supervisors; and reconcile these to IOM’s
accounting system at any one time
- Provide the MAPS
Grants team with complete and accurate information on the status of all
sub-grants to enable the efficient close out of completed grants
- Prepare monthly
financial reports of all active grants, project reports and updates for
the Finance Department in Nairobi; prepare weekly updates and monthly
reports for the MAPS management team
- Review the
quarterly financial reports prepared by IOM in Washington, and forward the
reports to USAID in Nairobi.
- Prepare the
quarterly accruals report for USAID in Nairobi.
- Periodically (as
scheduled) review commitments and follow up finalization with relevant
units.
- Review and
compute travel claims and impress accounts; assist staff members in
preparation before submitting to relevant finance counterparts.
- Review/audit
financial reports of the IOM MAPS implementation partner and any other
sub-grantee that may receive a cash sub-grant from IOM, and prepare
monthly/quarterly cash reimbursements for such partners. Conduct financial
management training for such partners where necessary.
- Ensure that
regular statements are received from the IOM MAPS Dahabshiil account in
Mogadishu, investigate erroneous entries and take appropriate corrective
accounting action.
- Supervise the
Finance Assistant, Commodity Accounting, to ensure the timeliness and
accuracy of the various commodity (sorghum) reports required of him/her.
- Perform any
other duties as may be assigned from time to time.
Desirable
Qualifications:
- Higher Diploma
in Business Administration/Accounting, Management or a related field; or
an equivalent combination of training and experience.
- At least five
years of experience in financial project administration; strong background
and knowledge in the financial management of USAID-funded projects
considered an advantage.
- Demonstrated
financial management of contractors and sub-grantees, and ability to use
financial management tools and programs in order to meet financial
management project expectations.
- Demonstrated
experience in finance, procurement, and inventory development and control,
with ability to apply USAID procedures related to financial management,
procurement and other related functions.
- Ability to
establish and maintain effective working relationships with senior
government personnel, colleagues, USAID representatives, donor partners,
private sector, and other actors that may be involved in the over all
implementation of the project.
- Mature
individual, with attention to detail, able to work independently and under
stressful conditions and tight deadlines, ability to maintain integrity in
performing responsibilities assigned.
- Previous
experience with UN and International Agencies, international or local NGOs
is required.
- Strong knowledge
of computer applications, especially MS Word, Excel, Outlook and Access.
- Fluency in
spoken and written English, Somali is an advantage.
- Must have a
valid passport that allows travel within the East African and Horn region.
How
to apply:
Mode
of Application:
Submit
Cover Letter and CV including daytime telephone and email address to:
International
Organization for Migration (IOM),
Human
Resources Department,
PO
Box 55040-00200 Nairobi
or
send by email to: hrnairobi@iom.int
Closing
Date: 08th February 2012
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