Finance and Administrative Assistant at IOM Maseru, Lesotho

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  1. ORGANIZATIONAL CONTEXT AND SCOPE

 IOM Lesotho has currently two ongoing projects. SRHR-HIV Knows No Border Project funded by Dutch Government and is implemented by The International Organization for Migration (IOM), Save the Children Netherlands (SC) and Witwatersrand School of Public Health (WSPH) with a Consortium approach. The Consortium are collaborating to implement a holistic, regional project to improve sexual and reproductive health and HIV (SRH-HIV) related outcomes amongst migrants as well as non-migrant adolescents, young people, sex workers and others living in migration- affected communities in six countries in the Southern African Development Community (SADC) region including Lesotho, Malawi, Mozambique, South Africa, Swaziland and Zambia. The project is implemented from 2016 to 2020. 

Through the project Strengthen Labour Migration in Lesotho funded by IOM Development Fund (IDF), The IOM in partnership with the Ministry of Labour and Employment, aims to achieve the following outcomes: i) The Government of Lesotho (GoL) demonstrates increased capacity on labour migration management; ii) GoL bilateral engagement on labour migration management with a country of destination is strengthened including labour exchange programme through the bilateral labour agreement; and iii) GoL has improved the implementation of the national labour migration policy through the implementation of the national labour migration policy action plan. The project started in October 2016 and ends in March 2018. 

III. RESPONSIBILITIES AND ACCOUNTABILITIES

 Under the overall supervision of the Head of Office and in coordination with Regional Resource Management Department at RO Pretoria, the incumbent will be responsible for carrying out Financial and Administrative tasks at IOM’s country office in Lesotho. The role is multi-faceted and entails a range of different responsibilities.

 

  1. Financial tasks

 Prepare and process all the financial data of the mission and ensure entries are accurately coded into SAP.

 Ensure the monthly financial closures of accounts are done timely and ensure hardcopies of financial reports are sent to the Manila accounting Services (MAS).

 Assist with checking of invoices and ascertain that the equipment, supplies or services they refer to were duly received or provided;

 Preparation of monthly financial statements;

Processing of operations / accounting returns for the mission
Prepare settlement of travel authorizations and ensure that calculations in expense claims conform to the new travel rules and regulations.
Ensure timely clearing of staff vendor accounts
Prepare of donor financial reports in accordance with the IOM regulations and established procedures for the mission.
Provide monthly financial report to Head of Office and project managers
Identify issues, challenges in terms of financial procedures and requirement and propose solution to Head of Office
2. Human Resources
Assist in ensuring that the IOM mission in Lesotho complies with relevant IOM rules and regulations in the areas of HR, finance, procurement, and other relevant administrative areas.
Establish and manage proper filing system for IOM Lesotho Office.
Provide Staff payroll support for the IOM Lesotho mission on PRISM
Record and control attendance records (timekeeping),
Liaise with Program Managers and remind them of contract’s expiration dates
Renew and maintain staff contracts for the Lesotho mission
Ensure all new staff members do EOD medical clearance
Perform general HRD functions with regard to welfare and recruitment of staff, retention, promotion and separation of staff in accordance with IOM Staff Rules and Regulations.
Ensure all staff members have done the UNDSS Basic and Advanced Security Training and that they are updated every 3 years
Issue Consultancy contracts according to rules and regulations of IOM and keep a record of all consultancy contracts. Create and maintain database for consultants.
Assist the Lesotho office with renewing of diplomatic IDs and Visas
Coordinate recruitment and selection process, applying the best HR practices and tools.
Ensure that ToRs are graded by IOM Panama before advertising and that all units
adhere to guidelines on recruitment and selection. Create database for CV’s.
Update the Lesotho office on the Staff Evaluation System statistics and assist with staff enquiries

 

  1. Logistics/Procurement

Assist in organizing workshops and meetings

Assist in procurement of items for the Lesotho office in accordance to the IOM Procurement policies

Assist in coordinating the necessary insurance of IOM property (renewals/claims/adjustments), as well as reporting annually on all insurance coverage of Lesotho office

Assist with preparing and updating the office inventory, including verifying and certifying coding of supplies and equipment;

Coordinate with RO Finance Department on logistics/procurement related issues Maintain procurement, vendor and inventory databases and ensure proper inventory tracking systems are in place.

Prepare purchase orders / contracts and ensure all approvals are obtained, using PRSIM Material Management (MM) module.

Follow- up with suppliers and ensure timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery; negotiate with suppliers and resolve issues related to delivered goods

Perform such other duties that may be assigned by Head of Office

 

  1. REQUIRED QUALIFICATIONS AND EXPERIENCE

EDUCATION

    BA Degree in Accounting or Financial Management 


EXPERIENCE

A minimum of three years relevant work experience in the Accounting / Finance field
Experience in SAP (is advantage)
V. LANGUAGES
Required (specify the required knowledge) Advantageous
English (Fluent)

 

COMPETENCIES

The incumbent is expected to demonstrate the following competencies:

Accountability

       Accepts and gives constructive criticism

Follows all relevant procedures, processes, and policies Meets deadline, cost, and quality requirements for output Monitors own work to correct error

       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 client
Identifies  and  monitors  changes  in  the  needs  of  clients,  including  donors, governments, and project beneficiaries
Keeps clients informed of developments and setbacks

 

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

Actively seeks new ways of improving programmes or services Expands responsibilities while maintaining existing ones

       Persuades others to consider new ideas

       Proactively develops new ways to resolve problems

  • Competencies should be drawn from the Competency Framework of the Organization.

Leadership and Negotiation

       Convinces others to share resources

Actively identifies opportunities for and promotes organizational change Presents goals as shared interests

 Articulates vision to motivate colleagues and follows through with commitments

 

Performance Management
Provides constructive feedback to colleagues
Identifies ways for their staff to develop their abilities and careers
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations
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
Adjusts priorities and plans to achieve goals
Allocates appropriate times and resources for own work and that of team members
Professionalism
Effectively applies knowledge of relevant financial discipline
Develops / follows internal control procedures to prevent fraud and mismanagement
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
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
Resource Mobilization
Establishes realistic resource requirements to meet IOM needs

 


The appointment is subject to funding confirmation.

 

METHOD OF APPLICATION

Method of application:

Candidates who applied earlier do not need to reapply. For the purpose of the vacancy, internal candidates are considered as first- tier candidates.

If you are qualified for this position please email the following to pretoriacvs@iom.int under the

REFERENCE: VNLM2018/01 in the subject line of your email:

COVER LETTER MOTIVATING YOUR APPLICATION

  1. DETAILED CV
  2. COPY OF ID
  3. IOM PERSONNEL HISTORY FORM

Kindly quote the REFERENCE – VNLM2018/01 in the subject line of your application. We will not be able to track your applications without the reference code provided.

Incomplete applications will be rejected. Only shortlisted candidates will be notified.

Please send your CV’s by 31ST January 2018

ENQUIRIES IN RESPECT TO THE JOB DESCRIPTION AND APPLICATION. MAY BE DIRECTED TO THE SAME EMAIL ADDRESS

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