Implementing Partner Support Associate

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.
  Context   Under the overall supervision of the Senior Regional Resource Management Officer and the direct supervision of the National Budget Officer, the incumbent will be responsible and accountable for the conduction of expenditures verification provided by the Implementing Partners (IPs).

Overall duties:

1. Ensure that the provisions from Special Conditions, are applied by the IPs and flag to the supervisor should any provisions are not met. 
2. Follow up on changes in the Financial and Administrative Framework Agreement (FAFA) provision and ensure that changes are applied according to the instructions.
3. Provide support for the external and internal IOM auditing and assist with the preparation, printing and filing of the approved drafts of the final financial IP audit report.
4. Perform data entry of expenditures (further to the submitted report by the IPs) into the Management Information System (MIS/ΟΠΣ) and monitor expenses in line with the implementation guide of each respective project.

   Financial verification of Implementing Partner expenditures duties:

   1. Assist with reviewing the Financial Report by counterchecking the data with the certified physical and electronic copies, as well as that all the supporting documents (memo’s, vouchers, timesheets, purchase orders etc..) are eligible for the Action. In particular:
      1. Conduct verification of personnel costs (e.g. salaries, social security contributions, staff insurance costs, time management), office cost (e.g. travel, rent cost) and operational cost (e.g. transportation expenses), as well as other statutory costs included in the remuneration and required by the Greek Government for national partners.
      2. Ensure that procurement procedures are followed by Implemented Partner in accordance with the principles of good financial management and stewardship of donor funds.
      3. Ensure verification of Physical assets purchased by the IP. Monitor that cost is included in the IP’s approved budget and is in line with the eligibility criteria.
      4. Maintain the regular and constructive communication with Implemented Partners.
      5. Support and monitor procedures to verify the Implemented Partner’s performance and the financial reports submitted, including spot checks and verification of accounting documentation to the office of Implemented Partner for financial verification as well as for checking adherence to other policies. 
      6. Support external verification/ audit exercises announced by the EU Institutions by assisting in the provision of information, revision of documentation and drafting of audit responses, as and when required.
      7. Administer and monitor of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
      8. Ensure the sufficient and effective use of budgetary resources through monitoring of budget utilization to the approved budget and timely provision of information to the Mission management for decision making.
      9.  Provide support and guidance to managers on budget implementation and corrective actions were necessary.
      10. Facilitate of knowledge building, knowledge sharing and capacity building of Implemented Partners

          Payment processing to the IPs:

          1. Follow IP timeline for the implementation of the activities prepare milestones for the funding disbursements and ensure that the funding disbursement to the IPs are in accordance with set contractual obligations. 
          2. Assist with the preparation of invoices, payment requests and goods receipt in accordance with the Financial Terms of the Project Implementation Agreement in order to process the payment to Ips.
          3. Perform such other related duties as may be assigned. Education
             • University degree in Economics, Finance, Accounting, Business Administration or a related field from an accredited academic institution with at least three years of relevant professional experience; or
             • High school graduate with five years of relevant professional experience.Accredited Universities are those listed in the UNESCO World Higher Education Database. Experience
               • Previous experience in a similar function a distinct advantage;
               • Experience in working in a multi-cultural environment preferred.Skills
                 • Demonstrated ability to review a variety of data, identify and adjust data discrepancies, identify and resolve operational problems;
                 • Computer literacy in standard software applications, especially MS Excel and Word;
                 • Ability and willingness to learn new software systems/ programmes;
                 • Knowledge of IOM accounting systems, Oracle software and procedures a distinct advantage;
                 • Strong work ethics and commitment to humanitarian principles.Languages
                   • For all applicants, fluency in English and Greek 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.
             • Courage: Demonstrates willingness to take a stand on issues of importance.
          4. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.Core Competencies – behavioural indicators
          5. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
      11. Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
   2. Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
5. Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.