Financial Assistant - Washington, United States - IOM- Washington DC

Description

Position Title: Finance Assistant

Duty Station: IOM Washington, DC United States.

Classification Grade: G-5 - 2 positions

Type of Appointment: Fixed term, one-year contract with possibility of extension, Full-Time (100%)

Appointment is subject to funding confirmation.

Eligibility: US citizen/Permanent Residents

Salary: $5, Monthly)

Closing date: 16 May 2024

Under the overall supervision of the Chief of Mission, technical supervision of the Senior Resources Management Officer (SRMO) in Washington and Head of Finance Unit, and under the direct supervision of the Finance Coordinator and, in collaboration with Washington DC-based Project Managers, relevant units in Headquarters and Administrative centres, the incumbent will assist in the smooth functioning of the Finance Unit of the Washington DC office.

Responsibilities

1. Assist in the financial management, including accounting, budget monitoring, and financial reporting of locally implemented projects.
2. Assist in the review of financial reports including supporting documentation submitted by implementing partners in compliance with respective agreements and provide constructive recommendations to improve partners' accounting practices and overall internal controls in the finance area.
3. In coordination with Finance Coordinator support the periodic review and endorsement of federal and other financial reports for US donor-funded projects. Review and verify the accuracy of said reports prior to certification and submission to the donor. Guide IOM field missions on the preparation of SF-425 federal form financial reports as appropriate.
4. Assist in the timely review and endorsement of budgets received from global IOM field offices for project proposals for submission to US donor agencies; provide inputs to support compliance to donor and internal instructions, and process endorsement within IOM's project management system, PRIMA. Proactively discuss issues and resolutions thereof with the Finance Coordinator and the Head of Finance Unit.
5. In coordination with the Finance Coordinator and the Head of Finance Unit, project developers and managers, review, verify, and update the financial and budgetary information of newly created project proposals and project revisions in PRIMA.
6. Assist in the monitoring and tracking of the financial aspects of all globally implemented US-funded awards as well as programs funded by other US-based institutions. Coordinate issues with the Finance Coordinator and Head of Finance Unit, relevant units within IOM Washington, and implementing field offices, as applicable.
7. Assist in the preparation of analytical financial reports on US funding trends, charts, and statistics.
8. In coordination with the Finance Coordinator provide support to Project/Program Managers in the financial management aspects of their respective projects. Assist in periodic review of budgets and propose the necessary adjustments to avoid cost overruns and timely usage of funds.
9. Proactively engage in the processing of the close-out of completed awards and grants for all globally implemented US-funded projects. Maintain an organized filing system for all project-related documents and donor financial reports.
10. Provide substantive inputs in the development and update of manuals, guidelines, and instructions for the financial management of awards and grants received by the organization.
11. Provide substantive inputs in the development of annual budget submission for the country office, new projects, and project revisions including estimating staff costs as well as office and relevant operational costs to include in the budget
12. Assist in the preparation of projectization tables for staff and office costs ensuring allocations are reasonable and within budgets. Review validity checks on monthly payroll and common cost projectization results of the Country Office.
13. Assist in the implementation of IOM Financial Management Guidelines by applying the required internal control mechanisms and recommend/implement improvements in internal controls and accounting practices based on IOM accounting policies and procedures, International Public Accounting Sector Standards (IPSAS), and best business practices.
14. Perform other financial, accounting, and administrative duties as may be assigned.

Qualifications

Required Qualifications and Experience

EDUCATION

• High School diploma with five years of relevant experience; or,

• Bachelor's degree in business administration, Accounting, Finance, or related fields with three years of relevant professional experience.

• Minimum of three years' experience in accounting, auditing, financial reporting, grants monitoring and budget tracking

EXPERIENCE

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is 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; and

• Prior work experience with international humanitarian organizations, non-government or government institutions/organizations in a multi-cultural setting is an advantage.

Experience in IOM administrative and financial management, budget monitoring, cash management and internal control procedures is an advantage

SKILLS

• Strong knowledge of US government funding-related financial reporting requirements, federal rules and regulations concerning grants, a distinct advantage.
• Knowledge of USG Payment Management System, International Public-Sector Accounting Standards desirable

LANGUAGES

• IOM's official languages are English, French, and Spanish.
• REQUIRED: For this position, fluency in English is required (oral and written).
• DESIRABLE: Working knowledge of Spanish

COMPETENCIES

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

• 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

• 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

1. This vacancy does not offer work sponsorship.
2. 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.
3. This post is subject to local recruitment. Only those holding a US Citizenship or Permanent residence for the country where this position is based will be eligible for consideration.
4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
5. 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.
6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies