Finance and Administrative Assistant

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates. *Core Functions / Responsibilities:

1. Serve as focal person for overall Procurement function within the US USRAP offices in Washington DC and New York, and five Ports of Entry in Chicago, Los Angeles, JFK, Dulles and Houston.

2. Assist the National Finance Officer in planning, monitoring and controlling all aspects related to procurement and logistical needs of the office. Review Purchase Requisition (PR) raised in the Online PR App, create Purchase Order (PO) in Prism and ensure that procurement is conformity with requirements and IOM policies.

3. Serve as the focal point for all medical-related transactions for the USRAP medical and vaccination projects, which include but not limited to, preparation of all procurement documents, hand-over forms, and processing of request for payments. Coordinate the Page 2 / 3

procurement process with the Medical Health Adviser, Global Procurement and Supply Unit in Manila, implementing field offices, and vendors, as applicable.

1. Record procurement and accounting-related documents in IOM Accounting System (PRISM) ensuring that correct accounting codes and descriptions are used. Track and monitor outstanding POs in PRISM on a monthly basis, ensure timely posting of related expense, and perform follow up as necessary.

2. Responsible for establishing maintenance and repair of office facilities including preventive maintenance agreement with service providers.

3. Maintain an organized and systematic filing of all procurement and accounting documents, including the monthly reports for submission to IOM administrative centers. Scan vouchers and supporting documents as required by the office or other missions.

4. Ensure that all procurement contracts are cleared by the Legal Department (LEG) prior to signature; ensure that contractual terms and conditions are reviewed and approved.

5. Assist the sub-offices (US Ports of Entry offices) with respect to its procurement and logistical needs, ensure compliance to IOM policies and procedures, and assist in solving complex procurement issues.

6. As required, undertake duty travel related to provide procurement and accounting support to US USRAP offices.

7. Review and process monthly credit card statements and ensure that all charges are supported with duly signed credit card authorization forms and record the same to the relevant GL account and project budgets lines.

8. Assist with reconciling air tickets and processing invoices for air ticket vendors.

9. Assist with regular inventory stock stake in Washington and New York USRAP office and sub-offices.

10. Perform follow up of any outstanding vendor accounts on a regular basis, especially those that are more than sixty days old.

11. Assist the National Finance Officer in implementing the IOM Financial Management Rules and Procedures (FMRP) by applying the required internal control mechanisms and recommend/implement improvements in internal controls and accounting practices based on FMRP, International Public Sector Accounting Standards (IPSAS), and best business practices.

12. Assist the National Finance Officer in developing manuals, guidelines and instructions with respect to procurement process of the US USRAP offices.

13. Perform other financial, accounting and administrative duties as may be assigned. *Required Qualifications and Experience:

    *

Education

**

• • Bachelor’s Degree with three years of relevant professional experience required; or,

• • High School Degree with five years of relevant professional experience required.

  **Experience

  **

• • Experience, reporting, monitoring and tracking

• • Relevant experience in IOM policies and procedures would be an advantage.

  **Skills

  **

• • Excellent communication, interpersonal and writing skills.

• • Excellent computer skills and proficiency in spreadsheet and database applications.

• • Proficiency in Excel, MS Outlook, MS Word, Internet Explorer, Web based

• • Knowledge of Applications.

Page 3 / 3

• • Knowledge of SAP is desirable. **Languages

  **

Fluency in English. *Required Competencies

*

Values

**

• • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• • 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. **

Core Competencies – behavioural indicators level 1

• • 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 action and delegated work.
• • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.