L’OIM recrute un(e) assistant(e) assistant(e) administratif(ve) et financier(ère), N’Djaména, Tchad

L’OIM recrute un(e) assistant(e) assistant(e) administratif(ve) et financier(ère), N’Djaména, Tchad

Special Vacancy Notice

SVN-TD-009-2021

Open to Internal and External Candidates

OIM :

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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. Applications from qualified female candidates are especially encouraged. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context :

Working under the overall supervision of the Resource Management Officer and the direct supervision of the National Finance Officer, the successful candidate will perform treasury functions and assist on financial project monitoring and reporting for the IOM Programmes in Chad. In particular, s/he will.

Core Functions / Responsibilities :

Under the overall supervision of the Chief of Mission and direct supervision of the Resource Management Officer the incumbent will carry out the following duties and responsibilities : 

HR Duties :

1. Maintain the mission’s petty cash and ensure safeguarding of the cash in a locked safe and by extension custody of Cheque books and Receipt books ;
2. Ensure that all cash and cheque payment requests are duly completed, certified and authorised by authorised staff and all necessary supporting documents are provided before payment is done ;
3. Post petty cash and treasury transactions in SAP accounting system and assist in processing payments through electronic banking system ;
4. Maintain a filing system and to ensure proper custody of financial documents – vouchers, bank correspondence etc. ;
5. Assist in liaising with the banks and other vendors on outstanding financial issues ;
6. Prepare and dispatch monthly accounts to Headquarters ;
7. Ensure financial documents are in conformity with relevant financial regulations, policies, and procedures ;
8. Post treasury transactions in SAP accounting system ;
9. Review and provide regular updates to RMO on the status of all outstanding debtors/creditors items and to ensure that they are regularly maintained and cleared ;
10. Handle banking duties such as deposits, withdrawals, follow-up on bank statements and other banking information as needed by the Finance Unit ;
11. Carry out cheque payments (supported by sufficient authorized documentation) and ensure bank log is updated with all related bank payments and receipts ;
12. Safe guard the missions cheque books and receipt books in a locked safe ;
13. Perform any other duties as assigned by supervisor from time to time.

Competencies :

Accountability :

• Accepts and gives constructive criticism ;
• Follows all relevant procedures, processes, and policies ;
• Meets deadline, cost, and quality requirements for outputs ;
• Monitors own work to correct errors ;
• Takes responsibility for meeting commitments and for any shortcomings.

Client Orientation :

• Identifies the immediate and peripheral clients of own work ;
• Establishes and maintains effective working relationships with clients ;
• Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries.

Continuous Learning :

• Contributes to colleagues’ learning ;
• Demonstrates interest in improving relevant skills ;
• Demonstrates interest in acquiring skills relevant to other functional areas ;
• Keeps abreast of developments in own professional area.

Communication :

• Actively shares relevant information ;
• Clearly communicates, and listens to feedback on, changing priorities and procedures ;
• Writes clearly and effectively, adapting wording and style to the intended audience ;
• Listens effectively and communicates clearly, adapting delivery to the audience.

Creativity and Initiative : Proactively develops new ways to resolve problems.

Leadership and Negotiation:

• Convinces others to share resources ;
• Presents goals as shared interests.

Performance Management :

• Provides constructive feedback to colleagues ;
• Provides fair, accurate, timely, and constructive staff evaluations ;
• Uses staff evaluations appropriately in recruitment and other relevant HR procedures.

Planning and Organizing :

• Sets clear and achievable goals consistent with agreed priorities for self and others ;
• Identifies priority activities and assignments for self and others ;
• Organizes and documents work to allow for planned and unplanned handovers ;
• Identifies risks and makes contingency plans.

Professionalism :

• Masters subject matter related to responsibilities ;
• Identifies issues, opportunities, and risks central to responsibilities ;
• Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation ;
• Persistent, calm, and polite in the face of challenges and stress ;
• Treats all colleagues with respect and dignity ;
• Works effectively with people from different cultures by adapting to relevant cultural contexts ;
• Knowledgeable about and promotes IOM core mandate and migration solutions.

Teamwork : Actively contributes to an effective, collegial, and agreeable team environment.

• Contributes to, and follows team objectives ;
• Gives credit where credit is due ;
• Seeks input and feedback from others ;
• Delegates tasks and responsibilities as appropriate ;
• Actively supports and implements final group decisions ;
• Takes joint responsibility for team’s work.

Technological Awareness :

• Learns about developments in available technology ;
• Proactively identifies and advocates for cost-efficient technology solutions ;
• Understands applicability and limitation of technology and seeks to apply it to appropriate work.

Technical :

• Good knowledge of Microsoft tools (Excel, Word) :
• Excellent inter-personal communication ;
• Capacity to work as part of a team, to handle stressful situation and sometimes hostile environments ;
• Capacity to respect deadlines ;
• Ability to work diplomatically, with empathy and tact. Sensibility to and ability to work with people from different backgrounds are essential skills ;
• Good negotiation skills and problem solving skills, good organization and good writing skills.

Required Qualifications and Experience :

• University Degree / Certificate from an accredited academic institution in Accounting, Finance or Business Administration preferably with a professional certification as chartered accountant or certified public accountant; in related field; or an equivalent combination of education, training & experience ;
• Minimum Four Years in related field; preferably within the United Nations and the International Humanitarian Field ;
• Proficiency in computer skills, including proficiency in MS Office Packages (Office, excel, Power point, outlook) internet and E-mail and experience in working with databases and online applications ;
• Proactive; Independent Worker; A great team player; knowledge of IPSAS and SAP highly desirable; knowledge of IOM accounting system, software and procedure a distinct advantage ;
• Fast Learner; IT Literate; Interpersonal Skills; Administrative & Time Management Skills.

Languages : Fluency in French; Fluency in all languages advantageous.

Required Competencies :

The incumbent is expected to demonstrate the following competencies :

• Accountability – takes responsibility for action and manages constructive criticisms ;
• Client Orientation – works effectively well with client and stakeholders ;
• Continuous Learning – promotes continuous learning for self and others ;
• Communication – listens and communicates clearly, adapting delivery to the audience ;
• Creativity and Initiative – actively seeks new ways of improving programmes or services ;
• Leadership and Negotiation – develops effective partnerships with internal and external stakeholders ;
• Performance Management – identify ways and implement actions to improve performance of self and others ;
• Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility ;
• Professionalism – displays mastery of subject matter ;
• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation. 

Other : Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

How to apply :

Interested candidates are invited to submit their applications via e-mail to [email protected] referring to this advertisement in the subject: “SVN-TD-009-2021”. Application must contain a CV and a cover letter in a unique file.

Only shortlisted candidates will be contacted.

Women with the above qualifications are encouraged to apply.

Posting period : 01.02.2021 to 15.02.2021.