Job Description

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Senior Project Administrative Associate

Vacancy Number: SVN/IOMSO/021/2024

Duty Station: IOM Somalia Mogadishu Office

Classification: General Service Category, Grade G6

Type of Appointment: Special Short Term, Six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 17 July, 2024

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:

The International Organization for Migration (IOM) is one of the major humanitarian and development actors in Somalia. IOM Shelter/NFI program currently implements projects focused at in-kind distributions as well as Cash Based Interventions. The program also maintains the common supply pipeline for cluster partners.

Under the direct supervision of the Programme Manager (Shelter & NFI), the Senior Project Administrative Associate will assist in implementing and monitoring all logistical, administrative and financial aspects of SNFI and Pipeline programme.

Core Functions / Responsibilities:

Assist in process and following up on the administrative aspect of the program/project, covering initial verifications of related documents/invoices, obtaining necessary approval/clearance, initiate payment requests to Finance unit, following up on administrative actions, and ensure all relevant matters are timely and efficiently processed and paid.
Coordinate with the relevant units and staff in the Somalia Office on logistics, administration, and finance matters related to Shelter/NFI and common pipeline Programme/Project activities and assist to maintain all procedures aligned within Mission.

Coordinate with relevant units and follow IOM procedures to support the procurement and logistics of equipment/supplies/services for the program activities. Monitor the procurement process and documentation; Track the progress from the purchase stage, system inputs, to the delivery of goods/services, and payment release.
Ensure all documents related to common pipeline and SNFI projects are complete, archived, in order, and updated for filing. Do the routine monthly checking of the completeness of pipeline documents filing which covers pipeline requests, assessment reports, distribution reports, waybill and packing lists, PRF, PO, Sample test reports, withdrawal requests, SRFs, and other related documents. Where applicable, ensure timely process of the Common Pipeline partner financial contributions.
Assist the manager in compiling and filing project documentation, including financial documents, donor reports, etc. Assist in implementing project/programme activities, including organizing meetings, workshops, training, conferences, etc.
Provide regular updates on weekly basis on the Common Pipeline warehouse inventory records upon completing for each activity and submit the updated warehouse inventory report to the Pipeline team.
Assist in checking that staff’s Travel Authorization (TA/TR) and Travel Expense Claims are correctly completed. Assist in other process related to project travels involving government and other counterparts, relating to Visa, reimbursement, and other supports. Create and maintain travel expense tracker and use it as a guide in future proposal development by making an informed decision based on the previous statistical flow of the tracker.
Support field coordinators in the recruitment/engagement process of the enumerators for casual works in the field; provide applicable template with guidance; initiate the supporting documents required for payment and process the payment as at when due.
Maintain records and tracking of project staff leave plan and attendance. If applicable, maintain a log and file of Daily/Hourly contract personnel in the field and follow up on their timesheet and payments, and contract renewals, in coordination with HR Unit.
Perform any other general administrative duties assigned by the managers.

Experiences and Qualifications

Education

• Bachelor’s degree in Business Administration, Finance, Economy Management, Social Science, or a related field from an accredited academic institution with four years of relevant professional experience; or
• High School Degree in the above fields with minimum six years of relevant professional experience

Experience

• Professional experience in financial administration, control procedures, and procurement process.
• Experience working in respective programme/project preferably at field level, in emergency and conflict environments.
• Experience working with accounting and procurement system, an advantage.
• Experience in IOM administrative and financial management, budget monitoring, and internal control procedures will be an advantage.
• Experience working in an international organization and knowledge of the UN is essential.

Skills

• Good, communication, and negotiation skills;
• Excellent monitoring skill; Managerial Skill; Organizational Skill; Accuracy.
• Ability to work with limited supervision.
• Ability to multi-task and delivers on set objectives and timelines in hardship situations;
• Experience in the usage of office software packages (especially spreadsheet)

Languages

For all applicants, fluency in English and Somali is required (oral and written).

Knowledge of Arabic is an advantage

Required Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.

Other

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

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighboring 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 neighboring country located within commuting distance, and a work permit, as applicable.

Skills Required

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