Expedited: Aden Project Assistant G4

Applications are welcome from internal and equivalent 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 candidates are considered first-tier candidates.
  Context Under the overall supervision of the Project Manager of Global Fund Middle East Response Project (MER) and direct supervision of the National Project Officer the successful candidate will be responsible and accountable in providing administrative and other related standard support in the implementation of the Global Fund MER project in Yemen. In particular, he/she will:

1. Receive payment requests from the national programmes and organize the documents and maintain records within the framework of the project and IOM. 
2. Review and verify the submitted documents from the national programmes and ensure that the provided supporting documents are aligned with the required standards of documentation.
3. Coordinate with the project officer and project manager regarding the validity of the payment request from the national programmes as to the alignment with the approved plan and budget. 
4. Assist the technical officer and project manager in liaising with the national programmes regarding the status of the submitted payment requests. 
5. Prepare Request for Payments (RFPs) and submit to RMU for payment processing and follow up the status until the payment is made.
6. Ensure that all payment requests are entered into the payment tracker and monitor the status of the RFPs. 
7. Update the activity tracker mainly related to the financial part.
8. Support the project manager in making a reconciliation analysis between the approved budget against expenditures to ensure that there is no under or over utilization of budget.
9. Prepare Purchase Requisitions (PRs) and coordinate with procurement and logistic units for the procurement of office supplies and equipment related to the needs of the GF programme team and ensures that the correct budget code is being used by closely coordinating with the technical officer and project manager. 
10. Create, organize, and manage the filling of all documents and reports related to the GF programme team. Provide the necessary administrative internal follow-up and archive documents related to all official documents related to training, visas and supervision visits.
11. Assist the project officer and project manager during external audit and verification conducted by Local Fund Agent in providing the supporting documents based on the audit and verification samples as the need arises.
12. Go to the field missions, as needed, to assist the technical officers and program manager in providing technical assistance to the field teams.
13. Perform any other duties as required and requested. Education
    • University Degree / Certificate in Business Management, Office Management, Public Administration or related field from an accredited academic institution with two years of relevant experience, or
    • Completed High School diploma from an accredited academic institution with four years relevant experience. Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
      • Experience in administrative, accounting, and financial support roles,
      • Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis; and,
      • Experience in coordinating with multiple units and government counterparts/partners and ability to establish excellent working relationships.
      • Experience working with IOM and/or another UN agency preferred. Skills
        • Knowledge of UN and bilateral donor programming.
        • Knowledge of financial rules and regulations.
        • Communication and interpersonal skill Languages

          For all applicants, fluency in English and Arabic is required (oral and written).

          IOM’s official languages are English, French and Spanish. 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 three 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.
14. Courage: Demonstrates willingness to take a stand on issues of importance.