Vacancy No.

IOM-SVN/0098/2021

Position Title

Finance Assistant

Duty Station

Addis Ababa, Ethiopia

Classification

G4

Type of Appointment

SVN, Six months with possibility of extension

Estimated Start Date

As soon as possible

About IOM

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, inter-governmental 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.

Context and Scope of the Position

Under the overall guidance of the Resources Management Officer – Finance, and the direct supervision of the National Finance Officer (NFO), the successful candidate will be responsible and accountable for providing necessary support in the affairs of resources management department of the Mission.

In particular, he/she will be responsible for the following:

Core Functions / Responsibilities:

1. Maintain and safeguards the office petty cash, report on a regular basis (weekly) on the status of funds entrusted to him/her, arrange monthly cash counts and report any difference in the first instance to the direct supervisor to determine the necessary action to be taken.

2. Process and release approved cash payments to staff and other payees, ensuring that signed official receipts and other relevant supporting documents support all payments. Issue proper receipts for all cash and cheques received and to ensure that all cash and cheques are banked as soon as possible.

3. Handle banking duties such as deposits, withdrawals, follow-up on bank statements and other banking information as needed by the Admin & Finance Unit.

4. Issue and keep in custody, all cheques and ensure that cheques are only handed over to authorized agents upon proper identification and submission of adequate supporting documents. Frequent reminders to vendors of uncollected cheques

5. Assist in posting treasury transactions in the accounting system (SAP)

6. Review all types of payments from purchase , by verifying all invoices and ascertaining that the goods and services they refer to were duly received in addition to ensuring all other relevant supporting documentation and signatures according to IOM Ethiopia approval matrix are obtained before payment.

7. Carry out proper entry of accounting date in SAP, in accordance with IOM financial rules and practices. Maintain accurate records of PRISM entries including hard copies of all vouchers and supporting documentations.

8. Process Travel expense claims and settlement of operational advances according to IOM Travel Policy, IOM Ethiopia Administrative Procedures and other relevant Accounting Rules and Regulations. Bring to the attention of the supervisor any relevant financial and budgetary issues.

9. Assist in vendor creation, monitoring of vendors to determine those that need to be deleted or edited.

10. Provide assistance to all staff services such as travel, expense claims, document retrieval, etc.

11. Review on regular basis the relevant vendors, initiate follow up messages for long outstanding cases and provide timely feedback to the NFO and RMO.

12. Ensure proper and systematic filling of all posted payments and other accounting documents according to the established standards

13. Assist in Preparation of VAT reimbursement requests

14. Perform other related duties as assigned.

Job Requirements

Education

University degree from an accredited academic institution, preferably in Accounting or Business Administration with minimum 4 (four) years relevant work experience.

Experience

Have experience in financial management of accounts, cash handling tasks, finance/accounting, and administrative.
4 years of relevant professional work experience
Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
Knowledge and previous experience in SAP or any other ERP system are a distinct advantage.
Attention to detail, ability to organize paperwork in a methodical way.
Discreet, details and clients-oriented, patient and willingness to learn new things.
Prior work experience in an international/UN organization, non-government or government institutions/organization in a multi-cultural setting is an advantage is an added advantage.
Knowledge and familiarity with Ethiopia’s financial rules and regulations especially in relation to banking, VAT are a distinct advantage.

Languages

Fluency in English is required.
Working knowledge of local area languages is desirable
Values and 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.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.