Resources Management Coordinator

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.
  Context   Under the overall supervision of the Chief of Mission and direct supervision of the National Resources Management Officer, the successful candidate will be responsible for providing effective and efficient support to the Resources Management Unit of the Country Office in Vienna.

1. Assist in ensuring that IOM financial regulations are correctly applied on all financial transactions and that the mission’s financial transactions are entered into the IOM accounting system (Oracle/SAP);

2. Maintain financial records and systems to record and assist in reconciling local revenues, balances, payments and other data for day-to-day transactions; 

3. Assist in preparing payment requests and supporting documents and in the coordination of timely payments to providers and partners; 

4. Prepare and assist in submission of tax reimbursements to the Austrian Tax Authorities under the guidance and approval of the National Head of Resources Management;

5. Assist in maintaining and organizing proper and systematic filing of financial documents according to established standards and donor regulations;

6. Prepare transactions in Oracle/SAP, assist in inventory management and inventory taking; assist in preparing and carrying out of internal procurement processes;  provide advice and assist local staff members in the implementation of rules and regulations; 

7. In coordination with the RMO liaison and establish good relations with local vendors and interact with other local institutions; support the RM unit in finding, selecting and finalizing agreements with service providers and vendors;

8. Assist in monitoring budget versus actual financial data in relation to the implementation of the Country Office’s operational local activities, as assigned. Assist in the preparation of financial reports, collection and preparation of audit documentation for the Country Offices ’s projects; 

9. Suggest and assist with the implementation of procedural improvements.

10. Provide support to the RMU Team in the absence of other colleagues in the RM Unit;

11. Perform other duties as may be assigned by the immediate supervisor or the Chief of Mission.

Education

• Bachelor degree in Business Administration or a related field from an accredited academic institution, with two year of relevant professional experience, preferably in administrative support or similar roles; 

  OR

  • Completed High School degree from an accredited academic institution, with four years of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
    • Work experience in Administration, Financial Management, Accounting or Budgeting; 
    • Familiarity with International Accounting Standards (IAS) or International Public Service Accounting Standards (IPSAS) is an advantage;
    • Experience in contextualized and organized review of financial data; and,
    • Previous work experience in international organizations and companies is an advantage. Skills
      • Proficiency knowledge in Microsoft Office applications with specific proficiency in MS Excel; and, 
      • Previous knowledge of ORACLE developed software systems is an advantage.  Languages
        • Fluency in English and German (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.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.