Senior Administrative and Finance Assistant

Job Description

Organizational Context and Scope

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental 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. 

The Migrant Protection, Return and Reintegration Programme for Sub-Saharan Africa (MPRR-SSA), funded by Europe Union, aims to contribute to the protection of vulnerable and stranded migrants and to the sustainable reintegration of returnees within Sub Saharan Africa. Launched in August 2022, the MPRR-SSA programme led by IOM has developed targeted activities in 16 countries (Burkina Faso, Cameroon, Chad, Côte d'Ivoire, Ethiopia, The Gambia, Ghana, Guinea, Mali, Mauritania, Niger, Nigeria, Senegal, Sierra Leone, Somalia and Sudan) to protect the rights and dignity of migrants along the Atlantic/Western and Central Mediterranean routes.

Under the overall supervision of Head of sub-office and under the direct supervision of the Finance Officer and in close coordination with the AVRR Programme Manager, the successful candidate will be accountable and responsible for the finance and admin support needs of the MPRR in The Gambia—in line with IOM policies, standards and commitments.

Responsibilities

Responsibilities and Accountabilities

A. Finance 

1. Provide specialized finance and admin support to the designated office on day-to-day basis, particularly for the MPRR project—and contribute to its timely implementation 
2. Record financial transactions to WAVE Financials (Oracle Application) and ensure that inconsistencies in financial data are resolved 
3. Post bank entries and cash books and maintain manual reconciliation of bank entries; monitor bank balances and charges and coordinate with banks as necessary. 
4. Undertake regular physical cash count on a monthly basis and clear Operational Payment Advances from Staff vendor accounts.
5. In coordination with the Administrative and Finance Officer, Settle Travel Expense Claims ensuring that supporting documentation is complete and calculate Staff Allowances such as DSA.
6. Prepare Payment Vouchers, ensuring that all correct supporting documentation is attached, and appropriate authorizations received and that services have been rendered and/or goods have been delivered. 
7. Ensure that approvals/authorizations for payment are obtained – checking validity of the claim and ensure that supporting documents are complete 
8. Support the Head of Sub-Office in monitoring logistical and administrative arrangements for the implementation of the projects, including partner agreements, contracts. 
9. Review and verify the daily/weekly expense reports. 
10. Ensure proper tracking and follow up of the payments and provide status to the staff members when required. 
11. Prepare reports and estimates of the main/sub-office funding requirements 
12. Ensure compliance with IOM and/or donor financial regulations and requirements 
13. Monitor project expenditure provide regular and accurate burn-rate updates to programme managers on the available budget balances for better planning.

B. Administration 

1. Carry out the day-to-day administrative requirements and maintain administration-related files. 
2. Establish and maintain liaison with lease owners, utility and other service providers. 
3. In coordination with the Procurement and Logistics Officer, prepare lease, utility and other office and officials’ residence contracts for review by the Manila Administrative Centre and/or Legal and monitor contractual provisions, including expiry dates. 
4. Support tasks on common services including fleet assignments for efficient project team’s use. 
5. Give feedback on procedural improvements and train the project team in the relevant areas of administration and finance in accordance with the donor/grant agreement requirements. 
6. Perform any other duties as may be assigned. 

Qualifications

• Completed High School degree from an accredited academic institution with six years of relevant professional experience; 
• University degree in Accountancy, Business Administration, Commerce/Finance or a related field from accredited academic institution with four years of relevant professional experience in accounting or finance—a strong advantage. 
• Oracle or WAVE training is an advantage.
• Knowledge of human resource management in international contexts, is an advantage. 

Required Skills

• Excellent computer skills, especially in MS Office applications such as MS Word, MS Excel, MS Access, Outlook etc.
• Excellent reporting writing and communication skills.
• In depth knowledge of the broad range of migration related subject areas dealt with by the Organization
• Knowledge of UN and bilateral donor programming.

Job info

Contract Type: Special Short Term Graded (Up to 9 months)
Initial Contract Duration: 6 Months
Vacancy Type: Special Vacancy Notice
Recruiting Type: General Service
Grade: G-6