Senior Resources Management Assistant
JOB DETAIL
Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
Context
Under the general supervision of the non-resident Chief of Mission for Italy and Malta seated in Rome, the direct supervision of the Officer in Charge and in close coordination with the Resource Management Specialist in Rome, the incumbent will be responsible and accountable for the performance of the financial and administrative functions of the Mission in Malta.
- Provide overall support to the Resources Management Unit (RMU) in financial, procurement, human resources and other administrative activities;
- Monitor, process and reconcile financial transactions and payments to staff and suppliers in a timely manner, maintain financial records using the IOM Enterprise Resource Planning (ERP) System in line with IOM financial regulations;
- Contribute to the monitoring of budget versus actual financials for the operational activities of the Country Office;
- Review validity checks on monthly payroll projectization results of the Country Office;
- Review the imprest accounts and guarantee the safe custody of all available cash;
- Contribute to the preparation of the Country Office monthly accounts closure in compliance with the accounts closure checklist;
- Contribute to the preparation of budgets and accounting, financial, statistical and donor reports complying with relevant donor requirements;
- Oversee a filing system and ensure that all RMU documents and paid vouchers are properly filed and updated in the order in which they are entered in PRISM;
- Validate that all Travel Authorizations are duly completed before staff are authorized to travel and validate that all TAs and expense claims are duly completed and all supporting documents are attached prior to dispatch for computation and reimbursement;
- Provide general guidance and oversight on accounting, financial policies and procedures to the Country Office Units as required;
- Oversee the office asset inventory in line with IOM Assets inventory policy and maintain an updated asset inventory report;
- Oversee procurement activities including obtaining quotations, preparing evaluations and recommendations, issuing Purchase Requisitions (PR) Purchase Orders (PO) or Service Agreements (SA) and delivery of goods/services in accordance to IOM procurement guidelines;
- Assist in developing and enhancing tools and guidelines in the areas of mission risk-assessment reviews, monitoring and reporting;
- Act as the contract administration focal point in coordinating with the IOM Office of Legal Affairs (LEG) and finalise draft legal agreements;
- Liaise with the Regional Offices, Country Offices, MAC and PAC with regard to the financial and administrative activities as required; and,
- Perform other duties as may be assigned.
Education
- Bachelors or equivalent degree in Accounting, Commerce, Business Administration with five years of relevant professional experience; or
- Hight school diploma with seven years of relevant professional experience;
- Professional certification as Chartered Accountant (CA) or Certified Public Accountant (CPA), Chartered Institute of Management Accountants (CIMA), or Association of Chartered Certified Accountants (ACCA) is an advantage.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
- Experience in financial administration including financial management, accounting, budgeting and audit;
- Experience in human resources, procurement and logistics;
- Experience using an Enterprise Resource Planning system; and,
- Experience working in an international organisation an advantage.
Skills
- High level of computer literacy, good knowledge of MS Office, in particular in Excel;
- Excellent oral and written communication skills;
- Ability to work with national and international institutions;
- Ability to prepare clear and concise report;
- Demonstrated ability to and exercise sound judgment;
- Knowledge of International Public Sector Accounting Standards (IPSAS) an advantage; and,
- Knowledge of SAP highly desirable.
Languages
- Fluency in English is required (oral and written);
- Knowledge of Maltese and/or any other IOM official languages is considered an advantage.
IOM’s official languages are English, French and Spanish.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
Values – all IOM staff members must abide by and demonstrate these three values:
- Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
- Integrity and 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.
- Courage: Demonstrates willingness to take a stand on issues of importance.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies – behavioural indicators (Level 2)
- 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 actions and delegated work.
- Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Managerial Competencies – behavioural indicators (Level 2) (applicable only if position is with direct reports)
- Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
- Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
- Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
- Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
- Humility: Leads with humility and shows openness to acknowledging own shortcomings.
Notes
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
- This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
- Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
- IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
- IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies
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