TERMS OF REFERENCE RE ADVERTISING. Gaborone, Botswana Band III Finance Regional Resource Management

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1 TERMS OF REFERENCE RE ADVERTISING I. POSITION INFORMATION Position title Position grade Contract type Duty station Seniority band: Job family: Organizational unit: Position number Position rated Subject to rotation Reporting directly to Overall supervision by Managerial responsibility Directly reporting staff Finance and Administrative Assistant G6/1 (UN Salary Scale for GS staff) SST 6 Months with possibility of extension Gaborone, Botswana Band III Finance Regional Resource Management Yes Programme Officer / Head of the Office a.i Programme Officer / Head of the Office a.i II. ORGANIZATIONAL CONTEXT AND SCOPE Under the overall supervision of the Programme Officer/ Head of Office a.i and under technical supervision of Senior Regional Resource Management Officer, the incumbent will be responsible for carrying out Financial and administrative tasks at IOM s country office in Botswana. The role is multifaceted and entails a range of different responsibilities. III. RESPONSIBILITIES AND ACCOUNTABILITIES 1. Financial tasks Prepare and process all the financial data of the mission and ensure entries are accurately coded into SAP. Ensure the monthly financial closure of accounts are done timely and ensure hardcopies of financial reports are sent to the Manila Accounting Services (MAS). Lead and monitor financial and other resources management activities in the mission. Provide support to Project Managers throughout the project cycle to ensure compliance with IOM s policies and procedures and any donor-specific requirements. Assist the Head of Office in maintaining appropriate internal controls to safeguard Organization s assets, control cash and prevent fraud. 1

2 Forecast cash flows according to activities in the Mission and ensure daily control of funds disbursed; ensure funding is received in accordance with donor agreements. Prepare Mission payroll and ensure salaries are correctly allocated to projects consistent with IOM's projectization criteria. Ensure payroll is reviewed and approved by the Head of Office and the other bank signatories before bank transfers are done to the respective staff accounts. Make suggestions for procedural improvements and assist in training local staff in the relevant areas of administration, procurement and logistics, and finance. Assist in preparing annual budget for the Mission, monitor budget control and analyse variances between budget and actual expenditures and suggest adjustments as necessary. Assist the Head of Office in the coordination of the Mission s HR and administrative functions, including recruitment, retention, promotion, separation, and other related activities, in accordance with the Organization s policies and procedures. Assist with checking of invoices and ascertain that the equipment, supplies or services they refer to were duly received or provided; Preparation of monthly financial statements; Processing of operations / accounting returns for the mission Prepare settlement of travel authorizations and ensure that calculations in expense claims conform to the new travel rules and regulations. Ensure timely clearing of staff vendor accounts Prepare of donor financial reports in accordance with the IOM regulations and established procedures for the mission. 1. Human Resources Assist in ensuring that the IOM mission in Botswana complies with relevant IOM rules and regulations in the areas of HR, finance, procurement, and other relevant administrative areas.. Establish and manage proper filing system for l for Botswana Office. Record and control attendance records (timekeeping). Liaise with Program Managers and remind them of contract s expiration dates Renew and maintain staff contracts for the Botswana mission Ensure all new staff members do EOD medical clearance Perform general HRD functions with regard to welfare and recruitment of staff, retention, promotion and separation of staff in accordance with IOM Staff Rules and Regulations. Ensure all staff members have done the UNDSS Basic and Advanced Security Training and that they are updated every 3 years Issue Consultancy contracts according to rules and regulations of IOM and keep a record of all consultancy contracts. Create and maintain database for consultants. Assist the office with renewing of diplomatic IDs and Visas Coordinate recruitment and selection process, applying the best HR practices and tools. Ensure that ToRs are graded by IOM Panama before advertising and that all units adhere to guidelines on recruitment and selection. Create database for CV s. Update the office on the Staff Evaluation System statistics and assist with staff enquiries 2

3 3. Logistics/Procurement Assist in organizing workshops and meetings; Assist in procurement of items for the Botswana office in accordance to the IOM Procurement policies Assist in coordinating the necessary insurance of IOM property (renewals/claims/adjustments), as well as reporting annually on all insurance coverage of the IOM Botswana office Assist with preparing and updating the office inventory, including verifying and certifying coding of supplies and equipment; Coordinate with IOM Regional Office Finance Department on logistics/procurement related issues Maintain procurement, vendor and inventory databases and ensure proper inventory tracking systems are in place. Prepare purchase orders / contracts and ensure all approvals are obtained, using PRISM Material Management (MM) module. Follow-up with suppliers and ensure timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery; negotiate with suppliers and resolve issues related to delivered goods Perform such other duties that may be assigned IV. COMPETENCIES The incumbent is expected to demonstrate the following technical and behavioural competencies Behavioural Accountability Accepts and gives constructive criticism Follows all relevant procedures, processes, and policies Meets deadline, cost, and quality requirements for outputs Monitors own work to correct errors Takes responsibility for meeting commitments and for any shortcomings Client Orientation Identifies the immediate and peripheral clients of own work Establishes and maintains effective working relationships with clients Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries Keeps clients informed of developments and setbacks Continuous Learning Contributes to colleagues' learning Demonstrates interest in improving relevant skills Demonstrates interest in acquiring skills relevant to other functional areas Keeps abreast of developments in own professional area Communication Actively shares relevant information Clearly communicates, and listens to feedback on, changing priorities and procedures Writes clearly and effectively, adapting wording and style to the intended audience Listens effectively and communicates clearly, adapting delivery to the Audience Creativity and Initiative Actively seeks new ways of improving programmes or services 3

4 Expands responsibilities while maintaining existing ones Persuades others to consider new ideas Proactively develops new ways to resolve problems Leadership and Negotiation Convinces others to share resources Actively identifies opportunities for and promotes organizational change Presents goals as shared interests Articulates vision to motivate colleagues and follows through with commitments Performance Management Provides constructive feedback to colleagues Identifies ways for their staff to develop their abilities and careers Provides fair, accurate, timely, and constructive staff evaluations Uses staff evaluations appropriately in recruitment and other relevant HR procedures Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations Planning and Organizing Sets clear and achievable goals consistent with agreed priorities for self and others Identifies priority activities and assignments for self and others Organizes and documents work to allow for planned and unplanned handovers Identifies risks and makes contingency plans Adjusts priorities and plans to achieve goals Allocates appropriate times and resources for own work and that of team members Professionalism Masters subject matter related to responsibilities Identifies issues, opportunities, and risks central to responsibilities Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation Persistent, calm, and polite in the face of challenges and stress Treats all colleagues with respect and dignity Works effectively with people from different cultures by adapting to relevant cultural contexts Knowledgeable about and promotes IOM core mandate and migration solutions Teamwork Actively contributes to an effective, collegial, and agreeable team environment Contributes to, and follows team objectives Gives credit where credit is due Seeks input and feedback from others Delegates tasks and responsibilities as appropriate Actively supports and implements final group decisions Takes joint responsibility for team's work Technological Awareness Learns about developments in available technology Proactively identifies and advocates for cost-efficient technology solutions Understands applicability and limitation of technology and seeks to apply it to appropriate work Resource Mobilization Establishes realistic resource requirements to meet IOM needs 4

5 Technical Adapts best Human Resources practices to the requirements of IOM facilitate the achievement of strategic objectives Effectively applies knowledge of relevant Financial / Accounting practices and recognizes their application within the existing IOM processes V. EDUCATION AND EXPERIENCE BA Degree in Accounting, Business Management or Financial Management, administrative services or relevant work A minimum of 6 years work experience in the Admin and Finance field Advantage if candidate has worked in the UN system before Experience in SAP (is advantage) VI. LANGUAGES Required English Advantageous FRENCH, PORTUGUESE METHOD OF APPLICATION IF YOU ARE QUALIFIED FOR THIS POSITION PLEASE THE FOLLOWING TO botswanacvs@iom.int UNDER THE REFERENCE: VNBW2017/01 IN THE SUBJECT LINE OF YOUR a. DETAILED CV b. COPY OF ID c. PERSONNEL HISTORY FORM WHICH YOU WILL FIND ON IN THE VACANCIES SECTION KINDLY QUOTE THE REFERENCE- VNBW2017/01 IN THE SUBJECT LINE OF YOUR APPLICATION. WE WILL NOT BE ABLE TO TRACK YOUR APPLICATIONS WITHOUT THE REFERENCE CODE PROVIDED. PLEASE SEND YOUR APPLICATION BY 31 MARCH 2017 THIS POSITION IS OPEN TO BOTSWANA NATIONALS ONLY. ENQUIRIES IN RESPECT TO THE JOB DESCRIPTION AND APPLICATION MAY BE DIRECTED TO THE SAME ADDRESS. 5