Senior Finanace Assistant

Job Description

Under the overall supervision of the Head of Office (HoO) in Belize and direct supervision of the Senior Resources Management Associate (SRMA); and, in collaboration with relevant units at Headquarters and the Administrative Centres, the Resource Management Assistant will be responsible and accountable for managing the resources management functions in Sub-Office Belize City.

Responsibilities

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

2. Assist with the monitoring of and 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 Participate in evaluation of staffing needs in the office and assist in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, taking part in interview panels as assigned, drafting candidates assessment forms, conducting reference checks, preparing job offers, administering recruitment mailbox, etc.

4 Carry-out and coordinate pre-employment activities such as preparation of Entry on Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams and follow-up with Medical Services on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, etc.

5 Contribute to the preparation of the Country Office monthly accounts closure in compliance with the accounts closure checklist;

6 Assist with the management of the office asset inventory in line with IOM Assets inventory policy and maintain an updated asset inventory report

7 Review validity checks on monthly payroll projectization results of the Country Office; edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in the system

8 Monitor compliance with the performance evaluation process and follow-up with staff and supervisors as needed, Plan and coordinate the organization of Human Resources events including staff development and training activities, Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard and more complex inquiries and refer to the most sensitive ones as appropriate

9 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 WAVE; Prepare, coordinate and monitor all reports on personnel matters and submit timely to concerned parties .

10 Validate 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;

11 Carry-out and monitor a wide range of Human Resource actions including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate; Prepare, coordinate and monitor all reports on personnel matters and submit timely to concerned parties;

12 Perform assigned role(s) in the organizational HR system, paying special attention to data consistency and accuracy; input, maintain and verify data based on approvals and supporting documentation; verify eligibility for allowances and other benefits, monitor and follow up on contractual situation and entitlements, and initiate and coordinate prompt actions; generate, edit and review reports, contract extensions, personnel actions and other related documentation.

13 Liaise with the Regional Offices, Country Offices, MAC and PAC with regard to the financial and administrative activities as required;

14 Maintain HR actions, as Country Office HRFP to perform and maintain Attendance records, Separations, Recruitment, & MSP actions for staff & non-staff.

15 Support staff with guidance to IOM guidelines under USRR and keep up to date with all changes to INs that affect the Country Office.

16 Liaise with MHRO and other Regional teams to support office in Payroll, MSP claims, RMU ICT issues, and Supplier maintenance

17 Perform other duties as may be assigned.

Qualifications

EDUCATION

· University degree in Accounting, Commerce, Business Administration with four years of relevant professional experience; or

· High school diploma with six 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.

EXPERIENCE

· Experience in financial administration including financial management, accounting and budgeting;

· Experience in human resources, procurement and logistics;

· Experience using an Enterprise Resource Planning system

· Experience working in an international organisation an advantage

SKILLS

· High level of computer literacy, good knowledge of MS Office, in particular in Excel

· Excellent oral and written communication skills

· 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.

Required Skills

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