Regional Administrative and Finance Officer (Health Assessment Programme (HAP))

Position Title : Regional Administrative and Finance Officer (Health Assessment Programme (HAP))

Duty Station : Nairobi, Kenya

Classification : Professional Staff, Grade P3

Type of Appointment : Fixed term, one year with possibility of extension

Estimated Start Date : As soon as possible

Closing Date : 11 April 2022

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. 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, the following are considered first-tier candidates:

1. Internal candidates

2. Candidates from the following non-represented member states:

Antigua and Barbuda; Aruba (Netherlands); Botswana; Cabo Verde; Comoros; Congo (the); Cook Islands; Cuba; Curaçao; Fiji; Grenada; Guinea-Bissau; Guyana; Holy See; Iceland; Kingdom of Eswatini; Kiribati; Lao People’s Democratic Republic (the); Latvia; Libya; Madagascar; Marshall Islands; Micronesia (Federated States of); Montenegro; Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Saint Vincent and the Grenadines; Samoa; Sao Tome and Principe; Seychelles; Solomon Islands; Suriname; The Bahamas; Timor-Leste; Tonga; Tuvalu; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

Under the overall supervision of the Regional Director for East and Horn of Africa, the direct supervision of the Regional Health Assessments Programme Coordinator (RHAPC) for Sub-Saharan Africa, technical supervision of the Finance Officer (MHD HQ), and in close coordination with the Senior Regional Resources Management Officer in Regional Office, Nairobi and the Administrative and Finance Officer (MHD in the Manila Administrative Centre), the Regional Administrative and Finance Officer (Health Assessment Programme (HAP)) will be accountable and responsible for the administrative and finance functions of the Health Assessment Programmes (HAP) operations in the Sub-Saharan Africa region and in providing oversight in the monitoring and implementation of the available funds for Migration Health Division (MHD) in the region. They will also be responsible for the overall management and supervision of the Regional Self-Payer Programme Support and Administration Unit (PSAU) of MHD Africa based in Nairobi.

Core Functions / Responsibilities:

1. Provide oversight on the day-to-day activities of the Migration Health Division (MHD) Regional Self-Payer Programme Support and Administrative Unit (PSAU) including supervision, mentoring, coaching, and training of the administrative and finance staff supporting the Health Assessment Programmes (HAP) in the Region.

2. Provide technical guidance to the HAP teams in Africa in the preparation of budgets/service fees, cost estimates, comparative analysis, and budget narrative justifications.

3. Support the RHAPC in providing oversight, monitoring and in evaluating the financial performance of HAPs in the region on a regular basis; analyse budget information to prepare and consolidate estimates and supporting data in relation to budget forecasts, performance reports and medium-term plans; review financial provisions of project agreements and documents; assess budget requests and draft budget proposals in conformity with funding partners and IOM requirements.

4. Analyse accounting and financial documentation paying particular attention to anomalies or unusual trends; initiate action to correct any anomalies and provide advice on complex cases.

5. In coordination with the RHAPC, MHD HQs, Health Programme Monitoring & Admin-Finance (PAF) team in MAC, Administrative Centres in Manila and Panama, MHD Africa Senior Management Team and the Country Offices (COs) in Africa, ensure timely submission of budget and service fee requests, revisions, reports and provide supporting justification, calculations, and documents as necessary.

6. Review grant proposal budgets and prepare supporting documentation for grant negotiations and budget modifications as necessary; monitor, exercise fiscal control, maintain and report timely on project budgets; ensure timely disbursal requests to Sub-Recipients of MHD funds.

7. Maintain all the project financial documents, ensuring complete and proper backup/audit documentation; (a.) monitor and control information entered by staff into IOM’s financial management system; (b.) assume primary responsibility for cost allocation of all project funds; (c.) review the proper allocation of invoices according to expense categories; (d.) carry out periodic budget review of projects to ensure that all related expenditures are fully recorded and that unused obligations liquidated, and close-out instructions complied with; (e.) monitor and review selected financial transactions and documents such as payment requests, requests for financial clearance prior to entry into the IOM financial system; (f.) ensure implementation of the right procedures to control and monitor expenditure and any income.

8. Draft financial and administrative reports for the RHAPC as necessary and liaise with counterparts in IOM on issues related to the application of IOM financial rules and regulations, project approvals/revision/closures, access, and operations of relevant financial system modules.

9. Review and approve financial reports received from COs for accuracy and compliance with IOM policies and contractual requirements; ensure regular reporting from COs and sub-recipients of MHD funds.

10. Provide assistance and guidance to the HAP-implementing missions in Africa on procurement of medical items as well as asset and inventory management. Contribute to development of the global Standard Operating Procedures (SOPs) and guidelines on these matters and assist RHAPC in ensuring compliance with the organizational standards related to procurement and asset/inventory management.

11. Undertake duty travels, when necessary, for capacity building of staff in the area of financial management of migration health projects.

12. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Finance, Accounting, Economics, Business Administration, or a related field from an accredited academic institution with five years of relevant professional experience; or

• University degree in the above fields with seven years of relevant professional experience.

• Professional certification as chartered accountant (CA) or certified public accountant (CPA), Chartered Institute of Management Accountants (CIMA), or Association of Chartered Certified Accountants (ACCA) will be a distinct advantage.

Experience

• Experience in financial management particularly on budget preparation, analysis and monitoring as invoicing and reporting for migration health programmes in the field;

• Experience in supervising teams in an international setting is a distinct advantage;

• Experience with procurement and asset management is an advantage;

• Experience in designing Admin-Finance training modules and conducting trainings including webinars is desired.

Skills

• Knowledge of the USRAP, Global Health Assessment Projects, Canada PDMS, and CDC Cooperative Agreements is a distinct advantage;

• Computer literacy including knowledge of SAP and proficiency in MS Office applications;

advanced MS Excel knowledge in macros an advantage;

• Knowledge of accounting systems, generally accepted accounting principles, business risk controls, and audit/review procedures; knowledge of IOM’s regulations, policies and procedures is an advantage;

• Ability to analyse and interpret source information and data;

• Analytical thinker capable of designing and enhancing financial tools, templates, and dashboards.

Languages

IOM’s official languages are English, French, and Spanish.

External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (French, Spanish, Arabic, Russian or Chinese).

For all applicants, fluency in English is required (oral and written). Working knowledge of French and/or Spanish is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

1 Accredited Universities are the ones listed in the UNESCO World Higher Education Database

(https://whed.net/home.php).

Required Competencies:

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 wherever possible.

• 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.

Core Competencies – behavioural indicators level 2

• 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 action 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 level 2

• 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 potential.

• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

IOM’s competency framework can be found at this link. https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country and who do not have prior experience outside the duty station’s country as staff member in the Professional category cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.