Administrative & Finance Officer

Vacancy Announcement VA19P110V01 Administrative and Finance Officer (Office Manager)

Posting Date: 30 September 2019

Deadline for Applications: 15 October 2019

Duty Station: Valletta, Malta

Start Date: 1 December 2019

Contract Duration: 24 months (with possibility of extension) Type of Post: Local

Organisational Overview:

The International Centre for Migration Policy Development (ICMPD) is an international organisation tasked with promoting innovative, comprehensive and sustainable migration policies. With 17 Member States and over 60 projects active throughout Europe, Africa, Asia and Latin America, ICMPD isagrowingandever-morerelevantpresenceinitsfield.Theorganisation’sgreatestassetsareits200+ staffmembers,whopersonifyitsvaluesofcommitment,integrity,partnership,respect,andinnovation in actions and decisions.

Job Description:

The Administrative and Finance Officer acts as ICMPD´s Office Manager in Valletta, Malta. S/he carries out a range of tasks in planning and provision of shared services to the ICMPD projects in the country and is responsible for implementation of corporate rules and procedures in the administrative and financial management processes. S/he is responsible for the quality of administrative controls in ICMPD´s key business processes in procurement, travel, recruitment of local project staff and experts and payments within the country office.

TheAdministrativeandFinanceOfficerplans,coordinatesanddeliverscost-efficientandtimelyshared services in the country office in relation to office premises management and maintenance, logistics, procurement and assets management. S/he organises provision of ICT infrastructure and services as well as travel and translation services. The Administrative Officer implements the shared services budget according to established budgetary limits. S/he is responsible for a range of external contacts with authorities as relates to management of ICMPD local obligations and with businesses displaying an attitude for integrity and cost-consciousness in dealing with local banks, suppliers and service providers.

The Administrative and Finance Officer is responsible for timely and accurate financial reporting and deals with outmost care with payments in cash and from bank account and the VAT reimbursement process ensuring correctness of supporting documentation. Under the supervision of the Head of Office and in close collaboration with Senior Security Advisor, s/he implements ICMPD´s security management procedures for premises, vehicle and staff security.

The Administrative and Finance Officer works under the direct supervision of the Regional Resources Management Officer, in close collaboration with the Head of Office and under functional supervision of CFM, ICT and PMOD. S/he reports and coordinates daily with the supervisor and as required with the HQ units. S/he works collaboratively with project staff and coordinates work planning and 1administrative activities with the project managers ensuring effective and timely delivery of administrative and shared services.

Tasks and Responsibilities:

1. Implementation of ICMPD Regulative Framework, Guidelines, Systems and Operational Strategies: Ensure full compliance of administrative activities with ICMPD rules, procedures and business processes. Provide inputs to business processes and Standard Operating Procedures (SOPs) development;

EnsurethatdocumentsintheofficearefiledandmaintainedaccordingtoICMPD´sdocuments management system.

2. Support to Project Administrative Processes and Controls:

Participate in project work planning and provide information;

SystematicallychecksupportingdocumentsforcorrectnessandcompliancewithICMPD rules; Post vacancy announcements upon clearance of PMOD. Organise local interviews and coordinate process;

Coordinate on-boarding of new staff;

3. Support to Payments and Financial Reporting:

Monitor local bank account for receivables and payments;

Make payments in cash and from bank accounts and control supporting documents according to ICMPD financial rules;

Prepare and compile monthly financial reports;

Prepare cash flow forecasts, plans disbursements and funds replenishment; Compile documents for VAT reimbursement purposes, if applicable.

4. Management of Shared Services and Infrastructure:

Formulate the shared services budget for the office. Monitor expenditures ensuring that budget limits are adhered to;

Manage all local administration and liaise with local authorities in issues related to the local office and staff employed;

Identify and select local providers for IT and communications services, maintenance and support. Organise and procure IT and communications equipment for use of local and international staff. Liaise with service providers to ensure quality ICT services. Monitor use of ICMPD equipment;

Implement safety and security measures for office premises and assets. Assist in implementation of staff and residence security and safety measures;

Monitor physical inventory of shared assets and projects assets.

Key Results:

ICMPD business processes initiated and implemented in procurement, recruitment of project staff and experts in adherence to ICMPD rules and procedures;

Consistent and systematic process and documentation controls carried out in initiating and implementing administrative processes and payments in SAP;

Sharedservicesplannedanddeliveredinacost-efficientandclient-orientedmanneraccording to ICMPD procedures;

Local office premises managed efficiently;

Payments and financial reporting conducted timely and accurately;

ICMPD’s local employer obligations organised and followed up with authorities; Logistics support to projects implemented in a timely and cost-effective manner; 2 Office ICT and HR arrangements managed timely and effectively;

Living and working arrangements for international staff facilitated by support to visa and housing arrangements;

ICMPD´s security and safety systems and procedures implemented rigorously and security information escalated promptly.

Incumbent Profile:

Minimum of 3 years of position-specific experience in operations and project management at local level in international organisations or NGOs;

Experience in financial management and ERP-systems required;

Experience in office management required;

Solid analytical, drafting and organisational skills.

Corporate Qualifications:

Experience in international organisations;

Proficiency in (verbal/written) English. Knowledge of French and Arabic would be an asset; Master´s degree in business administration Master´s degree related to the area of work. Compensation:

ICMPD offers an attractive compensation package. This position is classified at LP2 Grade, with an annual net-base salary starting at EUR 24,300. Additional benefits include participation in the ICMPD Provident Fund, Health and Accident Insurance, six weeks’ annual leave and, where applicable, dependent’s and mobility allowances.

Application Procedure:

Interested candidates are requested to submit their application in English through the ICMPD online

recruitment system at http://www.icmpd.org/work-for-us/current-vacancies by midnight (CET) of the closing date specified above. For this purpose, candidates will first need to register with the ICMPD website. Once the relevant data has been entered, candidates will be able to apply for vacancies. Please note that in thecourse oftheonline application, themotivation letter andpersonal CVmust be uploaded in the EuropeAid format in English. The template is available for download at http://www.icmpd.org/work-for-us/.

All applicants are encouraged to apply as soon as possible after the vacancy has been posted and well before the deadline stated above. Applications received after the published deadline, and offline applications submitted via email, fax or post, will not be considered.

Due to the high volume of applications, only short-listed candidates will be contacted and applicants are expected to be available for a personal/telephone interview.

In the event of a technical issue with your application, please email recruitment@icmpd.org. General Information:

ICMPD retains the discretion to re-advertise the vacancy or to cancel the recruitment. This position may entail frequent travel to high risk areas at short notice for the execution of the tasks and duties, which may warrant adherence to security protocols, and/or health procedures. 3