L’OIM recrute un assistant administratif et financier, Faya, Tchad
Special Vacancy Notice
SVN-TD-0036-2020
Open to internal and external candidates
Position Title : Administrative and Finance Assistant
Duty Station : Faya, CHAD
Classification : General Service Staff, Grade G4/1
Type of Appointment : Special Short Term, 6 months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : October 22, 2020
IOM :
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.
Context :
Under the overall supervision of the Chief of Mission and direct supervision of the Head of Sub Office the incumbent will carry out the following duties and responsibilities :
Core Functions / Responsibilities :
- 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 ;
- 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 ;
- Post petty cash and treasury transactions in SAP accounting system and assist in processing payments through electronic banking system ;
- Maintain a filing system and to ensure proper custody of financial documents – vouchers, bank correspondence etc.;
- Assist in liaising with the banks and other vendors on outstanding financial issues ;
- Prepare and dispatch monthly accounts to Headquarters ;
- Ensure financial documents are in conformity with relevant financial regulations, policies, and procedures ;
- Post treasury transactions in SAP accounting system ;
- 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 ;
- Handle banking duties such as deposits, withdrawals, follow-up on bank statements and other banking information as needed by the Finance Unit ;
- Carry out cheque payments (supported by sufficient authorized documentation) and ensure bank log is updated with all related bank payments and receipts ;
- Safe guard the missions cheque books and receipt books in a locked safe ;
- Perform any other duties as assigned by supervisor from time to time.
Required Qualifications and Experience :
Education :
- Bachelor’s degree or A higher diploma in finance, accounting & administration related field ;
- Relevant training and experience in accounting or finance, and a professional qualification such as CPA, CA, CIMA or ACCA a distinct advantage.
Experience :
- Minimum four years of relevant experience; experience in an international, UN Organisation or NGO is an added advantage ;
- Knowledge and prior experience in basic Human Resource and accounting is required ;
- 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 ;
- Prior experience in usage of SAP an added advantage ;
- Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues ;
- Mature individual, able to work independently under pressure, able to maintain accuracy, paying attention to details, meeting deadlines and working with minimal supervision ;
- Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities
Languages : Fluency in French and English is required.
Required 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.
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.
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.
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.
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.
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.
Other :
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
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-0036-2020”. Application must contain only a CV and a cover letter in a unique file.
Only shortlisted candidates will be contacted.