Job Description

Introduction

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.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

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 and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall supervision of the Chief of Mission and direct supervision of the National Resources Management Officer; and, in collaboration with relevant units at Headquarters and the Administrative Centres, the Resources Management Associate will provide support to the implementation of resources management functions in Dili, Timor-Leste. 

Responsibilities

1. Provide support to the Resources Management Unit (RMU) in financial, procurement, human resources and other administrative activities;

2. Process and reconcile financial transactions and payments to staff and suppliers in a timely manner, maintain financial records using the IOM Enterprise Resource Planning (ERP) System  in line with IOM financial regulations;

3. Assist in the monitoring of budget versus actual financials for the operational activities of the Regional Office or Country Office;

4. Review validity checks on monthly payroll projectization results of the Regional Office or Country Office;

5. Review the imprest accounts and guarantee the safe custody of all available cash;

6. Assist in the preparation of the Regional Office or Country Office monthly accounts closure in compliance with the accounts closure checklist;

7. Assist in the preparation of budgets and accounting, financial, statistical and donor reports complying with relevant donor requirements;

8. Maintain a filing system and ensure that all RMU documents and paid vouchers are properly filed and updated in the order in which they are entered in PRISM; 

9. Review that all Travel Authorizations are duly completed before staff are authorized to travel and validate that all TAs and expense claims are duly completed and all supporting documents are attached prior to dispatch for computation and reimbursement;

10. Provide general guidance on accounting, financial policies and procedures to the Regional Office or Country Office Units as required; 

11. Ensure that office asset inventory is in line with IOM Assets Inventory Policy and maintain updated asset inventory report;

12. Assist in implementing procurement activities including obtaining quotations, preparing evaluations and recommendations, issuing Purchase Requisitions (PR) Purchase Orders (PO) or Service Agreements (SA) and delivery of goods/services in accordance to IOM procurement guidelines; 

13. Provide administrative support to the Chief of Mission, including assistance with scheduling, travel and visa arrangements, preparation of routine correspondence and other duties as required;

14. Provide administrative support for visa‑related processes and official documentation, including assisting in the preparation of Note Verbales and correspondence using established templates, document printing, filing, and records management, as required; and,

15. Perform other duties as may be assigned. 

Qualifications

Required Qualifications and Experience

Education

• Bachelor’s degree in accounting, Commerce, Business Administration from an accredited academic institution with three years of relevant professional experience; or

• High school diploma with five years of relevant professional experience.

• Professional certification as Chartered Accountant (CA) or Certified Public Accountant (CPA), Chartered Institute of Management Accountants (CIMA), or Association of Chartered Certified Accountants (ACCA) is an advantage.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience in financial administration including financial management and budgeting;

• Experience in human resources, procurement and logistics;

• Experience using an Enterprise Resource Planning system; and, 

• Experience working in an international organisation an advantage.

Skills

• High level of computer literacy;

• Ability to work with national and international institutions; 

• Ability to prepare clear and concise report; 

• Demonstrated ability to and exercise sound judgment;

• Knowledge of International Public Sector Accounting Standards (IPSAS) an advantage; and,

• Knowledge of SAP highly desirable.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English and Tetun is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains 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 1

• 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Notes

Please refer to this link for guidance on IOM Job Category.

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

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

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