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