Country: Switzerland
Closing date: 25 Mar 2018
Position Title : Operations Officer (LHD, DMM)
Duty Station : Geneva, Switzerland
Classification : Professional Staff, Grade P2
Type of Appointment : Fixed term, one year with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 25 March 2018
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 environment. Applications from qualified female candidates are especially encouraged. For the purpose of the vacancy, the following candidates are considered as first-tier candidates:
1. Internal candidates
2. Qualified applicants from the following NMS countries: Antigua and Barbuda, Bahamas, Congo, Cabo Verde, Djibouti, Fiji, Micronesia (Federated States of), Gabon, Guyana, Iceland, Comoros, Lesotho, Libya, Montenegro, Marshall Islands, Mauritania, Malawi, Namibia, Nauru, Papua New Guinea, Paraguay, Seychelles, Slovenia, Suriname, El Salvador, Swaziland, Timor-Leste, Holy See, Saint Vincent and the Grenadines, Vanuatu, Samoa
Context:
This position falls under the Global Programme on Policy Coherence in Migration and
Development (PCMD) funded by the Swiss Agency for Development and Coordination.
Under the direct supervision of the Senior Migration and Development Specialist, the successful candidate will provide leadership in the execution of programme finance, procurement and human resources (HR) services for the Programme Management Unit (PMU) ensuring their effectiveness, transparency and integrity. S/he will coordinate daily with the Senior Migration and Development Specialist, and work in close collaboration with relevant departments in Geneva, Manila, and IOM missions participating in the programme for resolving complex programme, finance, procurement and HR-related issues and information delivery.
The key results will be a positive impact on the overall economy, efficiency, and effectiveness of
PMU operations relating to the use of project resources in the following areas:
o Financial services o Human Resources
o Procurement and logistical services
o Information and Communications Technology (ICT)
The Operations Officer (Labour Mobility and Human Development (LHD), Department of Migration Management (DMM)) will allow the programme to fulfil the strategies, objectives and overall expected results set out in the project document.
Summary of Key Functions:
• Administration and implementation of programme & operational strategies, adapts processes and procedures.
• Finance and administrative support to PMU programme management.
• Effective financial control through the administration of budgets and accounting.
• Cash flow management.
• Organization of procurement processes and logistical services; control of PMU assets.
• Effective administrative control through the administration of human resources for PMU.
Core Functions / Responsibilities:
1. Ensure administration and implementation of programme & operational strategies, adapts processes and procedures focusing on achievement of the following results:
• Full compliance with IOM rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
• Mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with management.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
• Full compliance of procurement activities with IOM rules, regulations, policies and strategies;
implementation of effective internal control.
• In close partnership with programme Focal Point in target countries, monitor funds disbursement to programme’s beneficiaries and regularly provide a consolidated picture to the Programme Manager.
2. Support the implementation of the programme in the target countries through constant interaction with programme focal points:
• Provide guidance and backstopping to focal points to support programme implementation at country level; ensure programme is in line with the overall Work plan and budget.
• Provide technical input to focal points when needed and requested to beef up focal points capacities in delivering the programme according to plan.
• Organize regular meetings of the programme team (PMU and focal points) virtually and in person to foster cross-fertilization of practices and streamlining of programme strategy across countries.
• Plan, organize and participate in PMU monitoring missions in the target countries.
• Advise on strategic alliances which should be built with key stakeholders at national and local levels to increase programme impact and performance.
• Advice programme Focal Points in order to consolidate outreach/communication strategies vis-à-vis local and national authorities in the target countries and at global level.
3. Ensure effective financial control through administration of budgets and accounting focusing on achievement of the following results:
• Preparation and revisions of budget for PMU.
• Presentation of thoroughly researched information for planning of financial resources for PMU, reports containing analysis of the financial situation.
• Proper control of supporting documents for payments.
• Maintenance of the Accounts Receivables and follow up with partners on any contributions.
• Analysis of financial reports from beneficiaries receiving funding from the programme.
4. Ensure proper cash management functioning focusing on achievement of the following results:
• Coordinates with IOM departments in Manilla and Geneva with regards to the timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements.
• Timely identification and recording of receipts for income application.
• Timely preparation of monthly cash flow forecast for use by PMU.
5. Ensure proper organization of procurement processes and logistical services, control of PMU Assets focusing on achievement of the following results:
• Preparation of procurement plans for PMU and their implementation monitoring.
• Review of procurement processes conducted.
• Preparation of VAT exemption forms for PMU.
• Supervision of travel for PMU and acting as back-up (e.g. Ticket purchasing; DSA calculation shipments; etc.).
• Assisting in the preparation of inventory reports, including implementation of inventory control.
Required Qualifications and Experience:
Education
• Master’s degree in Business Administration, Public Administration, Finance, Economics or a related field from an accredited academic institution with two years of relevant professional experience; or
• University degree in the above fields with four years of relevant professional experience.
Experience
• Relevant experience at the national or international level in providing management advisory services and/or managing staff and operational systems and establishing inter-relationships among international organization and national governments.
• Experience in the usage of computers and office software packages, experience in handling of web-based management systems.
Languages
Fluency in English is required. Working knowledge of French and/or Spanish is an advantage.
Desirable Competencies:
Behavioral
• Accountability – takes responsibility for action and manages constructive criticisms;
• Client Orientation – works effectively well with client and stakeholders;
• Continuous Learning – promotes continuous learning for self and others;
• Communication – listens and communicates clearly, adapting delivery to the audience;
• Creativity and Initiative – actively seeks new ways of improving programmes or services;
• Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
• Performance Management – identify ways and implement actions to improve performance of self and others;
• Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;
• Professionalism - displays mastery of subject matter;
• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation;
• Technological Awareness - displays awareness of relevant technological solutions;
• Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM.
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.
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 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.
How to apply:
Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by 25 March 2018 at the latest, referring to this advertisement.
For further information, please refer to:
http://www.iom.int/cms/en/sites/iom/home/about-iom-1/recruitment/how-to-apply.html
In order for an application to be considered valid, IOM only accepts online profiles duly completed.
Only shortlisted candidates will be contacted. You can track the progress of your application on your personal application page in the IOM e-recruitment system.
Posting period:
From 12.03.2018 to 25.03.2018
Requisition: VN 2018/62 (P) - Operations Officer (LHD, DMM) (P2) - Geneva, Switzerland (55402173) Released
Posting: Posting NC55402196 (55402196) Released -[if