Senior Resource Management Assistant G5. III Finance IOM Prague

Transcription

1 I. POSITION INFORMATION Position title Position grade Duty station Seniority band: Job family: Organizational unit: Position number Position rated Subject to rotation Reporting directly to Overall supervision by Managerial responsibility Senior Resource Management Assistant G5 III Finance IOM Prague No Directly reporting staff 0 Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and nongovernmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants. II. ORGANIZATIONAL CONTEXT AND SCOPE Under the guidance and supervision of the (HoO) at the IOM Mission in Prague and in coordination with relevant central and regional units, the Senior Resource Management Assistant will be responsible for performing the administrative and accounting tasks of the IOM Mission in Prague. III. RESPONSIBILITIES AND ACCOUNTABILITIES Accounting and Finance Ensure that IOM financial regulations are correctly applied on all financial transactions of the mission; Ensure maintaining IOM financial accounts and ensure that the mission s financial transactions are entered into IOM accounting system SAP/PRISM; Assist in the preparation of budgets, accounting, financial reports, statistical reports and other reports as required. Respond to accounting, budget or financial queries regarding data Assist the HoO in closely monitoring, on a regular basis, budget versus actual financial data in relation to the implementation of the Mission s operational activities. Prepare the monthly accounts for the mission, prepare bank reconciliations and conduct preliminary analysis of general ledger accounts; Prepare the payroll and execute validity checks on monthly payroll results; Ensure that all accounting documents are properly filed and updated as necessary; Check all payment requests and ensure relevant and timely payments to suppliers and staff members, taking into consideration final reporting requirements; Ensure compliance with EU and other Donor s financial regulations and

2 requirements; Assist in timely preparation of financial reports for the Mission s projects according to donor relevant requirements, in coordination with involved field missions as applicable. Prepare invoices for projects as required and ensure collection of funds; Maintain appropriate internal controls to safeguard the Organization s assets, control cash and prevent fraud Perform other related duties as may be required; Administration Assist the HoO is ensuring proper insurance coverage of IOM property including renewals, claims, adjustments, as well as in reporting annually on inventory of assets and all insurance coverage of the Mission to IOM HQ; Verify mileage log and gasoline consumption for the office vehicle; Ensure the proper calculation of travel advances/settlement of TAs and travel expenses in line with the latest travel regulations. Perform any other duties as may be required IV. COMPETENCIES The incumbent is expected to demonstrate the following technical and behavioural competencies Behavioural Accountability Accepts and gives constructive criticism Follows all relevant, 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 Writes clearly and effectively, adapting wording and style to the intended audience Listens effectively and communicates clearly, adapting delivery to the audience

3 Creativity and Initiative Actively seeks new ways of improving programs or services 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 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

4 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 Technical Effectively applies knowledge of relevant financial discipline Develops/follows internal control to prevent fraud and mismanagement Ensures application of institutional financial policies and guidelines Advocates incorporation of financial considerations into processes and V. EDUCATION AND EXPERIENCE a) Bachelor degree in Accounting, Commerce, Business Administration or a related discipline. University degree in related fields or professional certification such as a ACCA or ACMA would be a distinct advantage; b) Minimum of 5 years experience in accounting, financial reporting and budget tracking; c) Experience in liaison with national, regional and international institutions. VI. LANGUAGES Required English Czech language Fluent Fluent Advantageous A high level of computer literacy, in particular in computerized accounting systems (including SAP). Knowledge of EU funding related reporting requirements is an advantage as well as previous position in International Organization.

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