Administrative & Finance Officer

Vacancy Announcement VA20P020V01 Administrative & Finance Officer (Office Manager) nd

Posting Date: 22 January 2020 th

Deadline for Applications: 17 February 2020

Duty Station: Tunis, Tunisia

Target Start Date: 1 April 2020

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 the local office in Tunis, Tunisia. S/he carries out a range of tasks in planning and provision of shared services to the ICMPD projects in the country andis responsible for implementationofcorporate rulesand proceduresin the administrative and financial management processes. S/he is responsible for accuracy of process initiation in SAP and 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 Project Office.

TheAdministrativeandFinanceOfficerplans,coordinatesanddeliverscost-efficientandtimelyshared services in the local office in relation to office premises management and maintenance, logistics, procurement and assetsmanagement, organises provision of ICT infrastructure and services as well as travel and translation services. S/he continuously and consistently demonstrates an attitude of client- and results-orientation in delivery of shared services. The Administrative and Finance 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 Senior Security Advisor and in close collaboration with the Head of Office, s/he implements ICMPD´s security management procedures for office, vehicle and staff security.

1The Administrative and Finance Officer works under the direct supervision of the Resources Management Officer and functional supervision with the HQ Finance, ICT and People Management staff assigned to the Regional Office. 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 planningandadministrativeactivitieswiththeprojectmanagersensuringeffectiveandtimelydelivery of administrative and shared services. The Administrative and Finance Officer works closely with the Head of Office on relationships with authorities and on security management. 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;

Ensure that documents in the PO are filed and maintained according to ICMPD´s documents management system.

2. Support to Project Administrative Processes and Controls:

Participate in project work planning and provide information;

Systematically check supporting documents for correctness and compliance with ICMPD rules; Upload documents to SAP and initiate SAP process (travel, procurement, recruitment of project personnel and experts);

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

Coordinate on-boarding of new staff;

Issue employment certificates to staff.

3. Support to Payments and Financial Reporting:

Monitor local bank account for receivables and payments;

Makepaymentsincashandfrom bankaccountsandcontrolsupportingdocumentsaccordingto 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;

Liaise with local bank. Request and provide information as required;

Ensure that documentation is in place for project audits.

4. Management of Shared Services and Infrastructure:

In close collaboration with the Resources Management Officer formulate the shared services budget for the PO. 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;

Under guidance of HQ ICT team, identify and select local providers for IT and communications services,maintenanceandsupport.OrganiseandprocureITandcommunicationsequipmentfor use of local and international staff. Liaise with service providers to ensure quality ICT services. Monitor use of ICMPD equipment;

2 Under the supervision of ICMPD Senior Security Advisor and in line with ICMPD´s security management system, implement safety and security measures for office premises and vehicle security.Closely collaborate with theHeadofOffice asDesignated ICMPD Security FocalPoint in the country and assist in implementation of staff and residence security measures. Monitor and escalate as necessary;

Monitors physical inventory (spreadsheet) of shared assets and project assets. Undertake physical count of assets and barcode as necessary.

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;

Shared services planned and delivered in a cost-efficient and client-oriented manner according 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; Office ICT and HR arrangements managed timely and effectively;

Livingandworkingarrangementsforinternationalstafffacilitatedbysupporttovisaandhousing arrangements;

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

Incumbent Profile:

Minimum of 3 years of experience in operations and project management at local or international level in international organisations or NGOs.

Experience in financial management and ERP-systems required.

Experience in office management required.

Knowledge of and experience in workings of authorities required.

Corporate Qualifications:

Experience in the international organisations.

Proficiency in (verbal/written) English, French and Arabic is required. 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 36,804. 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/.

3All 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. 4