Back Expedited SVN Project Assistant (IP Support – Financials), for internal candidates only

Under the overall supervision of the Grants Management and Capacity Development (GMCD) Coordinator, the direct supervision of the Senior Program Associate (IP Support – Financials), the Project Assistant will be responsible for providing administrative and finance support to implementing partner expenditures. The position will support the verification of financial documentation, prepare payment requests, and maintain records for partner agreements.

1. Financial Verification
   • Assist in the review of implementing partners’ financial reports by checking that documentation is complete and required confirmations of services or supplies are attached and refer to any discrepancies or missing information to the supervisor.
   • Check that supporting documentation for reported expenditures is complete and complies with established documentation standards and checklists.
   • Assist in checking the mathematical accuracy of financial reports by performing routine (re)calculations and cross-checks to help maintain consistency between narrative, financial reports, and supporting documents.
   • Follow standardized verification checklists for partner financial submissions, checking against established criteria and donor requirements.
   • Follow financial verification protocols based on partner risk profiles, referring any issues related to verification intensity (as determined by the risk classification system) to the supervisor for further action.  

            2. Payment Processing and Tracking

     • Prepare payment requests for verified partner reports, verifying that financial documentation meets all requirements for payment processing.
     • Assist in follow-up on payment status issued to implementing partners, through IOM financial systems, tracking progress and flagging delays for escalation according to the Traffic Light System criteria.
     • Maintain up-to-date financial tracking spreadsheets for assigned partner agreements, and monitoring recording of all payments, advances, and liquidations.
     • Perform basic reconciliation of partner financial records, noting any discrepancies through appropriate follow-up.
     • Update the Grants Tracker with financial information to support accurate and timely entry of payment data and financial status indicators. 

              3. Documentation and Compliance

       📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

       ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

       • Maintain comprehensive financial files for assigned partners, checking that all verification notes, correspondence, and supporting documents are properly organized and accessible.
       • Assist in documenting verification findings using established formats, noting any issues that require attention.  
       • Assist with financial spot checks and verification visits, preparing documentation reviews and supporting on-site reviews when required.
       • Assist in checking budget details against established guidelines, flagging any inconsistencies.
       • Gather information for financial risk assessments for implementing partners, supporting transaction-level insights into partner financial management capacity, as directed by supervisor.

                4. Partner Support and Capacity Development

         • Share information with partners on financial documentation requirements, based on established standards and procedures for proper financial reporting.
         • Report recurring issues in financial reporting to supervisor to contribute to the development of targeted capacity strengthening interventions.
         • Assist in basic financial capacity development activities for partners, participating in training sessions and helping prepare guidance materials on financial reporting, as directed.
         • Liaise with programme staff on financial matters as instructed by supervisor.

                 5. Perform such other duties as may be assigned.

           Education
           • Bachelor’s degree in Accounting, Finance, or related field with two years of relevant professional experience; or
           • High School Diploma with four years of relevant professional experience. Experience
             • Experience in financial verification, accounting, or auditing.
             • Experience reviewing financial documentation and identifying discrepancies.
             • Experience with financial tracking and reporting systems.
             • Experience in humanitarian or development organizations is an advantage. Skills
               • Strong attention to detail and analytical skills.
               • Proficiency in Microsoft Excel and financial management systems.
               • Good understanding of basic accounting principles and financial controls.
               • Ability to review complex financial documentation efficiently.
               • Knowledge of donor financial requirements is an advantage. Languages
                 • For this position, fluency in English and Ukrainian is required (oral and written).   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 1)
         • 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.
2. Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way. Notes
3. Only shortlisted candidates will be contacted.