Project Administrative Associate

Applications are welcome from internal and external 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.  

Organizational Context and Scope 

​​Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all and it does so by providing services and advice to governments and migrants. 

​Under the overall supervision of the Programme Manager of the Migrant Protection and Assistance (MPA) Unit and the direct oversight of the National Programme Officer, the Project Administrative Assistant will be responsible for administrative and finance activities related to the Migrant Protection, Return and Reintegration (MPRR) and other MPA related programmes. These deliverables include but not limited to purchase requisition, payment processing, preparation of travel requests, review of financial reports from implementing partners, follow-ups on ​ 

Responsibilities and Accountabilities 

​​Assist the MPA team with daily administrative tasks related to all activities associated with the implementation of portlio including regional projects on MRP, the MPRR, and country projects at country level and sub-offices in Bossaso and Hargeisa. 

​Ensure proper documentation of all activities related to the MRP, and MPRR projects and collect supporting documents to process procurement and finance related tasks in a timely manner, following up within the team and across departments where necessary. 

​Ensure that all necessary supporting documents related to the provision of in-kind and cash-based reintegration under MPRR and other projects, including traditional AVRR arrangements, and services and vendors requests are provided before payment request is submitted to finance unit. 

​In close coordination with Implementing Partners (IPs), collect, and review financial reports and supporting documentations prior to submitting them to respective finance focal points. 

​Support logistical and administrative aspects of organization of workshops, trainings, accommodation, and other relevant events. 

​Provide administrative and logistical planning support to staff and partners regarding duty travel, travel requests, security clearances, accommodation, official missions, and expense claims of MPA staff. 

​Arrange MPA staff meetings, draft minutes and action points for each meeting and share them with direct supervisor and MPA Programme Manager. 

​Maintain proper organization and documentation of all administrative and finance documents, follow ups, commitments, payments and other related tasks  

​Follow up with MPA staff to submit necessary documents for clearance including travel requests, advance payments, separation forms, timesheets, etc. 

​In close coordination with MPA team members, prepare IP agreements, service agreements, and review and validate financial reports and supporting documents for payment processing.  

​Review financial reports and supporting documents from Migration Response Centers (MRCs) and other reception and transit centers in Mogadishu, Hargeisa, Berbera, and Bossaso.  

​Perform any other duties as may be assigned. ​ 

SECTION 4 

Required Qualifications and Experience 

EDUCATION 

​​Bachelor’s degree in accounting, Finance and Business Administration from accredited academic institution with a minimum of three years of experience in similar role with UN, INGOs and related institutions.  

​High School Degree/Certificate   from an accredited academic institution ​with five years of professional experience​ 

EXPERIENCE 

​Professional experience in financial administration and prior experience in working with UN, INGOs and other associated agencies in Somali context.  

​Strong experience in financial accounting and administration in massive portfolio. 

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SKILLS 

​​Knowledge in standard procurement, payment and administrative processing standards. 

​Knowledge in minimum documentation required for payment processing.  

​Knowledge in office package (Word, xl, ppt etc.) 

​Good communication skills ​ 

Languages  

REQUIRED  

Fluency in English. 

DESIRABLE 

Swahili

1. xxx Add in details xxx
2. xxx Add in details xxx
3. xxx Add in details xxx Education
   • xxx Add in details xxx Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
     • xxx Add in details xxx Skills
       • xxx Add in details xxx Languages
         • xxx Add in details xxx 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 (Level 1)
5. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.