OVERVIEW

Vacancy Announcement: IOM/KSU/001/19

Position title: Admin/Finance Assistant 

Position grade: G4

Duty station: Kasulu, Tanzania
  
Seniority band: 4

Job family: Support Unit

Organizational unit: Resource Management Unit

Position number:

Position rated: YES

Subject to rotation: NO
   
Reporting directly to: Resource Management Officer (in Kigoma)

Overall supervision by: Resource Management Officer (in Dar es Salaam)

Managerial responsibility: NO

Directly reporting staff: NO

SCOPE OF POSITION

Under the overall supervision of the Resource Management Officer in main office Dar es Salaam and direct supervision of the Resource Management Officer in Kigoma, the Admin/Finance Assistant is responsible for providing daily financial and administrative assistance, in particular, he/she will be responsible for:

RESPONSIBILITIES AND ACCOUNTABILITIES

1. Prepare the imprest report for Kasulu Sub-office and ensure all supporting documentation and signatures are complete before sending to Dar es Salaam.

2. Plan daily petty cash and ensure the safe custody of all cash at hand. On daily basis submit a petty cash replenishment request to the HSO.

3. Count cash float daily, ensuring that the amount on hand coincides with accounting spreadsheets.

4. Maintain a filing system and ensure that paid vouchers are filed in the order in which they are entered to cashbook.

5. Verify invoices and prepare all cash and cheque payments for utilities, office equipment, and supplies, printing, and other contracts, services or running expenses.

6. Ensure that all cash and the necessary supporting documents are provided before payment is made.

7. Submit funding requests to IOM mission office in Kasulu and ensure that sufficient funds are available locally and issue official IOM receipts for all collection made by the Sub Office.

8. Checking and ensuring that all TA’s and expense claims are duly completed, and all supporting documents are attached prior to dispatch to Mission office Dar es Salaam for computation and reimbursement.

9. Review Sub Office internal controls and notify the HSO and RMO of any potential weaknesses and propose corrective action required and prepare estimated cost for the budget preparation purpose.

10. Keep and update an inventory list and tracking system of all IOM assets in Kasulu and set up/streamline procedures to manage and safeguard all IOM assets/supplies in Kasulu. Assist in the disposal of assets according to IOM procedures

11. Take part in all procurement activities, in line with the needs of the IOM office in Kasulu and according to the IOM procurement policy. Set up and implement appropriate mechanisms to avoid fraud and ensure transparency. Apply for and follow up all duty/VAT exemption applications for procured goods/services.

12. Maintain personnel files for staff members and make sure they are updated regularly, contracts for staff members are valid and issued on time, attendance records are updated, leave request submitted by the staff members properly registered in the excel spreadsheet.

13. Oversee the service providers for the general cleanliness of the office premises, security, and also monitor the maintenance of the office building, utilities, and communication.

14. Provide an introduction to newly recruited national staff on entitlements and benefits as well as administrative procedures on other HR issues. 15. Perform other duties as may be required by the supervisor.

COMPETENCIES

The incumbent is expected to demonstrate the following technical and behavioral competencies

Behavioral

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

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

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

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

Technical

• High level of computer literacy (MS Office Word, Excel and Outlook)
• Effectively applies knowledge of the relevant financial discipline
• Ensures the application of institutional financial policies and guidelines

EDUCATION AND EXPERIENCE

• A holder of an Advanced Diploma in Commerce, Business Administration or an equivalent combination of relevant training and experience
• Minimum 3 years of experience in similar field.

LANGUAGES

Required

• Fluency in both written and spoken English and Kiswahili

How to apply:

Interested candidates should fill in the PH form(Click the Apply button to download the PH Form), submit CV’s and cover letter indicating Vacancy Notice number with 3 professional references and contacts to tzvacancy@iom.int

Or send applications to the address below;

International Organization for Migration Mission in the United Republic of Tanzania Slipway Road, off Chole Road, Plot # 1365 Msasani. PO Box 9270 Dar es Salaam, Tanzania