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 overall supervision of the Regional Budget and Finance Officer and the direct supervision of the Resources Management Officer (Regional Projects), and in close coordination with other colleagues in the Regional Finance and Budget Unit, the successful candidate will be responsible and accountable for supporting the financial management functions of regional programs. These functions include budget preparation, reviews and monitoring to verify donor compliance, financial analysis, audits, financial reports and coordination with Country Offices.
A) Finance functions:
1. Assist in monitoring the financial management activities of the Regional Office including the monitoring of financial expenditure, accountability and projectization of staff; and assist in the financial analysis of projects implemented and managed by the Regional Office as required.
2. Assist Country Offices in the region on IOM administrative issues and regulations with the view to increasing their effectiveness and compliance; prepare for verifications, monitoring visits, audits and draft responses to auditors and donors.
3. Conduct monthly transaction reviews and analysis for regional programmes and liaise with implementing Country Offices on corrective actions and donor compliance to verify that financial data is clean and accurate each month.
4. Assist in monitoring budget control processes and the financial status of regional programmes’ activities and inform and update the RMO and the Programme Coordinators accordingly.
5. Assist in regular analysis and review of financial reports, identify bottlenecks and recommend action to resolve problems or correct errors, and highlight any unusual trends.
6. Support development of effective project financial monitoring mechanisms and tools to facilitate analysis and oversight to inform management decision making.
7. Contribute to the preparation of budgets, forecasts, interim and final financial reports to donors and support the preparation of supporting documents in coordination with Country Offices.
8. Provide support to the RMO and Programme Coordinators throughout the programmes’ cycle to facilitate compliance with IOM's policies and procedures, IOM financial and procurement regulations, accounting procedures, and donor regulations.
9. Assist to closely coordinate with the relevant administrative, human resources, finance, and procurement logistics assistants of each Country Office implementing regional programmes to facilitate adequate oversight, compliance and harmonized reporting.
10. Enhance knowledge management and sharing of documents, reports, and guidelines that have bearing on matters related to regional programmes; adhering with IOM and Donor policies and procedures.
11. Attend coordination and governance meetings, provide updates and guidance on financial and administrative matters relating to the regional programmes.
12. Support in the preparation and upload monthly Regional Office staff projectization in Cost Planning and Allocation (COPA) application, prepare forecasts, staff and office projectization reports for approval and verify payroll results to ensure accurate charging of staff costs.
13. Verify invoices and ascertain that the equipment, supplies or services they refer to were duly received or provided before reviewing payments in the Online Invoice Payable Application.
14. Review Travel Expense Claims (TEC) for Regional Office and Regional Programmes staff, coordinate with respective staff members to verify accuracy and monitor the completion of the claims and supporting documentation.
B) Administration functions:
1. Assist in regional meetings for RRMU arrangements and minutes and any further coordination.
2. Maintain and update administrative and finance trackers.
3. Provide general support to the team in the absence of other colleagues in the Unit.
4. Perform such other duties as may be assigned. Education
• Bachelor’s degree in Finance, Accounting or Business Administration from an accredited institution with four (4) years of relevant professional experience. Or
• High School Diploma with at least six (6) years of relevant professional experience.
• Experience in applying knowledge of relevant financial discipline.
• Experience in supporting internal control procedures to prevent fraud and mismanagement.
• Experience in ensuring application of institutional financial policies and guidelines.
• Experience in advocating incorporation of financial considerations into processes and procedures.
• Experience in the usage of office software packages (MS Word, Excel, etc.) experience in computerized accounting systems including SAP application.
• Experience in financial management of regional programmes in the United Nations