Senior Finance and Admin Associate

Introduction

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental 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.
IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

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 and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the general supervision of the Senior Resource Management Officer (SRMO) and the direct supervision of the Resources Manager Officer, the incumbent will assist in planning, leading, organizing and coordinating the activities of the finance unit to include but not limited to the following areas: - supervision of finance staff, verification and review of accounts payable, funds requests, release of payments , reconciliation of accounts.

Responsibilities

1. Provide procedural guidance, supervision, coaching and on-the-job training to finance and administrative support staff, ensuring consistent application of IOM rules, procedures and internal controls.
2. Manage and monitor financial resources, including assets, reserves, funds, supplies and inventory, ensuring efficient use and full compliance with IOM financial regulations and donor requirements.
3. Provide specialized financial and administrative technical support and information to the Project Manager, supporting informed decision-making and operational planning.
4. Support the preparation, monitoring and revision of project and office budgets, including staff costs, rent and utilities, office equipment, supplies, services, contracts and other running costs.
5. Monitor compliance with IOM financial policies, procedures and internal control frameworks, identifying potential risks and bringing irregularities or priority issues to the attention of the supervisor.
6. Consolidate financial data into accurate financial statements and reports and monitor expenditures to ensure they remain within authorized levels and approved budget lines.
7. Provide regular and ad hoc financial analyses and reports to management and programme teams to support planning, forecasting and strategic financial decision-making.
8. Monitor and ensure that disbursements and payments are executed based on proper authorizations and supported by complete, legitimate and compliant documentation.
9. Review and monitor vendor accounts and claims, verifying accuracy, eligibility and conformity with IOM financial policies, and ensuring proper maintenance of vendor records in the accounting system.
10. Assist with bank account management, including monitoring that bank reconciliations are performed regularly and reviewed by designated stakeholders in accordance with IOM procedures.
11. Support internal and external audits, including responding to audit queries, providing required documentation and following up on the implementation of audit recommendations.
12. Coordinate and process administrative actions (finance, procurement, HR, contracts, logistics and travel) through IOM’s computerized systems, ensuring accuracy, timeliness and compliance.
13. Manage and coordinate complex correspondence and documentation, including confidential materials; organize high-level meetings and missions, prepare agendas, minutes and briefing materials, and ensure follow-up on agreed actions.
14. Establish and maintain administrative and financial tracking systems, monitor workflow and service delivery, adapt support arrangements to changing operational needs.
15. Perform other related duties as assigned.

Qualifications

Required Qualifications and Experience

Education

• High school diploma with seven years of relevant experience; or,
• Bachelor’s degree in Business Administration, Accounting, Finances or related fields from an accredited institution with five years of relevant professional experience.

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

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; Attention to detail, ability to organize paperwork in a methodical way;
• Good operational, organizational and communication skills and the ability to work harmoniously with other colleagues from diverse backgrounds
• Discreet, details and clients-oriented, patient and willingness to learn new things;
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage; and,
• Experience providing support in disaster risk reduction and response, or emergency environments is an advantage.

Skills

• Strong administrative, organizational and coordination skills, with the ability to manage multiple priorities, meet deadlines, and support unit operations in a fast-paced environment.
• Good knowledge of procurement and finance support procedures, including preparation of purchase requests, payment follow-up, and basic understanding of donor compliance requirements (EU preferred).
• Ability to draft, format and proofread documents with accuracy and attention to detail, ensuring consistency with IOM templates and visibility guidelines.
• Strong communication and interpersonal skills, with the ability to liaise professionally with colleagues, partners, government counterparts and field teams.
• Basic understanding of disaster risk reduction, climate change adaptation, and climate-related human mobility sufficient to support activity implementation and follow project requirements.
• Capacity to work effectively with diverse teams, including coordination with regional missions, external service providers, and local stakeholders.
• Familiarity with IOM administrative systems and workflows (e.g. WAVE, e-procurement, HR/finance modules) is an advantage.

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 French is required (oral and written). Knowledge in English and swahili is an advantage

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.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

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