IOM Logistics Assistant Job in Mombasa Kenya

Vacancy No.: IOM/008/12

Position Title: Logistics Assistant

Classification: Grade G5/01 at 50% work time

Duty Station: Mombasa, Kenya

Type of Appointment: 6 months – Special Short Term contract with possibility of extension

General Functions:

Under the overall supervision of the Chief of Mission for Somalia (a.i.) and under the direct supervision of the MAPS Project Manager, under the technical supervision of the Procurement and Logistics Officer in Nairobi and in close coordination with the MAPS Logistics Consultant, the Logistics Assistant will be responsible for monitoring, reporting and advising local contractors on all aspects relating to the import and export of the Sorghum.

This will include but is not limited to arrears relating to the arrival of the vessel from the US, warehousing and exporting to Mogadishu.

The Logistics Assistant will be based in Mombasa at IOM’s Clearing and Forwarding Agent’s premises and will be the principal monitor of shipping activities, with the overall responsibility of ensuring that the Sorghum is received, handled, and forwarded in the most efficient manner possible, with minimal losses at each stage of the process.

1. Support the Logistics Consultant in respect to all aspects of receiving, storing, and trans shipping IOM’s FFP commodities at the port of Mombasa.
2. Monitor and report on all vessel discharges in the port of Mombasa.
3. Monitor receipt and warehousing of the sorghum in Mombasa.
4. Report on any and all losses of the sorghum in Mombasa.
5. Monitor and report on commodity storage and perform weekly checks on inventory and potential infestation issues.
6. Monitor and report on all dispatches from Mombasa to Mogadishu.
7. Maintain files on all receipts, losses and dispatches, and ensure that copies are sent to the Finance Assistant for Commodity Accounting in Nairobi.
8. Liaise with IOM’s appointed clearing and forwarding agent and surveyor to insure timely commodity receipts and dispatches.
9. Maintain close communication with Nairobi and Mogadishu staff to ensure information is disseminated in a clear, accurate and professional manner.
10. Keep track of program related expenses in Mombasa and submit timely claims to the Senior Finance Assistant in Nairobi.
11. Perform other duties as maybe assigned from time to time.

Desirable Qualifications:

• Advanced diploma in a logistics/shipping related field or an equivalent combination of related education, training and professional experience;
• five years’ professional experience in grains inventory, logistics and warehouse operations, or an equivalent period of training and professional experience;
• significant reporting and database and/or systems analysis experience required;
• previous experience in large-scale commodity management and sea port operations;
• Excellent communication and writing skills; ability to analyze complex problems and to prepare clear and concise reports;
• high level of computer literacy;
• ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds, high degree of sensitivity toward other cultures and dedication to the promotion of inter-ethnic cooperation, peace-building and tolerance; demonstrated gender awareness and gender sensitivity;
• personal commitment, drive for results, and adaptability in the workplace;
• ability to work long hours under difficult conditions while maintaining security awareness;

Languages

• Fluency in English, both written and spoken; fluency in Swahili is an advantage.

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

IOM Finance Assistant Job in Nairobi Kenya

Vacancy No.: IOM/007/12

Position Title: Finance Assistant (Commodity Accounting)

Classification: Grade G5/01 (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 guidance of the Somalia Representative in Nairobi and the Logistics Consultant, and under the direct supervision of the Senior Finance Assistant, the Commodity Accountant (CA) will be responsible for tracking, collating, monitoring and reporting on all commodity related issues for the Somalia MAP.

Additionally the CA will be required to monitor the MAP commodity pipeline, delivery/dispatch documentation and verify commodity related invoices.

Essential functions:

1) Generate standardized reports for the following processes

a) Mombasa vessel discharge and loadings.

b) Loading of Vessel in Mombasa for shipment to Mogadishu.

2) Generate Monthly Commodity Status Reports

3) Monitor commodity losses and report on where when and how.

4) Generate loss claims, and in liaison with the Logistics Consultant, ensure their collection

5) Closely monitor the commodity pipeline and produce a monthly status report

6) Report on commodity sales and proceeds

7) Monitor suppliers’ cash and bank commodity security bonds

Maintain close communication IOM staff in Mombasa and Mogadishu

9) Prepare payments requests and ensure that all relevant supporting documents are attached, the correct project codes used, prior to submission to Senior Finance Assistant for further processing.

10) Perform any other duties as may be assigned from time to time.

Desirable Qualifications:

• Higher Diploma in Business Administration/Accounting; or an equivalent combination of related education, training and professional experience;
• three years’ professional experience, or an equivalent period of training and professional experience;
• significant reporting and database and/or systems analysis experience required;
• previous experience in a large-scale commodity and sea port operation;
• Excellent communication, financial and writing skills; ability to collate and report on significant commodity inventories and prepare clear, concise and accurate reports;
• high level of computer literacy;
• ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds, high degree of sensitivity toward other cultures and dedication to the promotion of inter-ethnic cooperation, peace-building and tolerance; demonstrated gender awareness and gender sensitivity;
• personal commitment, drive for results, and adaptability in the workplace;
• ability to work long hours under difficult conditions while maintaining security awareness;
• 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

IOM Senior Finance Assistant (Grants Administration) Job in Kenya

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