Senior Resources Management Associate (Samoan Nationals Only)

Job Description

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 candidates are considered first-tier candidates.

Context 

Under the overall supervision of the Chief of Mission (CoM) and Sub-regional Coordinator for the South Pacific, direct supervision of the Programm Manager, IOM Samoa, and technical supervision of the Resource Management Officer, IOM Fiji, in collaboration with relevant units in IOM Fiji, the Senior Resources Management Associate will be accountable for managing the resources management functions in IOM Samoa.

Responsibilities

1. Provide overall support to the Resources Management Unit (RMU) in financial, procurement, 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. 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. Contribute to the preparation of the Regional Office or Country Office monthly accounts closure in compliance with the accounts closure checklist;

7. Contribute to 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. 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;

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

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

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

14. Serve as an alternate Security Focal Point, supporting the maintenance and monitoring of office security infrastructure and related measures;

15. Contribute to the development, review and regular updating of institutional documents, including the Business Continuity Plan (BCP), Risk Register and various internal Standard Operating Procedures (SOPs);

16. Participate in relevant UN coordination meetings, provide timely updates to management and colleagues, and contribute to UN periodic reporting exercises and common service initiatives; and

17. Perform other duties as may be assigned.

Qualifications

Required Qualifications and Experience

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.

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

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

• Experience with UN reporting and data management systems is an advantage; 

Skills

• High level of computer literacy, with strong proficiency in MS Office applications, particularly Excel; 

• Excellent written and oral communication skills; 

• Demonstrated ability to work effectively with national and international institutions; 

• Ability to prepare clear, concise and accurate reports for both resources management and programme colleagues; 

• Proven ability to exercise sound judgment and discretion in a professional setting; 

• Good understanding of the Government of Samoa’s tax exemption procedures; 

• Sound knowledge of vehicle management and basic maintenance requirements; 

• Strong teamwork skills, with the ability to coordinate resources management requirements across multiple ongoing projects; 

• Excellent planning, coordination and follow‑up skills to support timely and effective implementation of project activities; 

• Ability to meet tight deadlines and demonstrate initiative and creative problem‑solving to achieve results; 

• Strong intercultural communication skills, with the ability to work with colleagues across different regions; 

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

• Knowledge of SAP is 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 both English and Samoan 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 2

• 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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