Micronesia (Federated States of): Finance Assistant (Pohnpei, FSM)

Open to Internal and External Candidates

(SVN/FM/2018/05-23)

Position: Finance Assistant

Duty Station: Pohnpei, the Federated States of Micronesia

Classification: General Services Category, Grade 5 – Step 1 Level USD 843.17 net/month

Appointment Type: Special Short Term (SST) – Graded, Six months with possibility of

extension

Estimated Start Date: As soon as possible

Closing Date: June 15, 2018

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. It does so by providing services and advice to governments and migrants.

Context:

Under the overall supervision of the Chief of Mission and the direct supervision of the Resource Management Officer, the incumbent will be responsible in providing finance and budget support services for IOM Federated States of Micronesia and the Republic of the Marshall Islands, and Palau, monitoring the day-to-day accounting and budget functions in compliance with relevant IOM financial rules, regulations and procedures.

Core Functions / Responsibilities:

Accounting and Finance

1. Undertake quality control checks on the monthly accounts, ensuring that vendor accounts and cost centers are cleared in a timely manner.

2. Review and verify outstanding financial matters with suppliers, including open commitments arising from contractual obligations per agreements and/or Purchase Orders (PO), and lease obligations.

3. Support the process of monthly mission accounts closure and document submission.

4. Prepare and verify Request for Payment, Receipt and Non-Cash (RFP), ensuring propriety, accuracy and completeness of supporting documents and adherence to IOM procurement and financial rules and procedures; follow-up with respective staff members in case of incomplete or inaccurate supporting documents.

5. Enter transaction in PRISM, ensuring proper general ledger (GL) codes and budget lines are used and observing proper allocation of costs.

6. Maintain office supplies and ink inventory. Ensure timely replenishment of ink stock

Budget

1. Assist in preparation of annual budget submission and revisions including estimating the cost of staff as well as rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses, to include in the budget.

2. Review Purchase Requisitions (PRs) for fund availability verification.

3. Maintain tracker of lease obligations and review planned cost allocation in the context of available budgets.

4. Coordinate with project manager to ensure cost is correctly charged against budget line.

5. Recode budget line or GL as per necessity in coordination with PM and RMO

6. Monitor financial report to verify if expenditure is in line with approved budget and eligibility of cost charged in project using donor reporting template.

7. Keep record and notify project manager on interim and final financial report due date to donor.

8. Coordinate and follow up with procurement department, operations department for clearance of commitments due on/before closing of project end period.

Treasury

1. Support in timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements.

2. Enter payments, receipts and non-cash vouchers in SAP accounting system.

3. Ensure all supporting documentation and signatures are obtained before finalizing vouchers.

4. Maintain the Petty Cash account of the Mission.

5. Support the RMO to maintain appropriate internal controls to safeguard the assets, control cash and prevent fraud.

6. Support with the maintenance of an effective banking system in the mission including the sub offices.

7. Participate in preparation of funding requests for the mission and ensure that sufficient funds are available locally;

8. Act with integrity and professionalism and in accordance with IOM’s Standard of Conduct, at all times.

9. Other duties as assigned.

Required Qualifications and Experience

· University degree in Business Administration, Management, Finance, Accounting, or related field from an accredited academic institution, with three years of relevant professional experience; or

· Completed High school degree from an accredited academic institution, with five years of relevant professional experience.

· Work experience from an international organization is an advantage

· Experience with SAP based system would be an advantage

Languages

Fluency in English both oral and written is a must. Knowledge of the local language is an advantage.

Desirable Competencies

· Accountability- accept and give constructive criticism, follow all relevant procedures, processes, and policies, meets deadline, cost, and quality requirements for outputs

· Client Orientation- identify the immediate and peripheral clients of own work, establish and maintain effective working relationships with clients

· Continuous Learning- contribute to colleagues' learning, demonstrate interest in improving relevant skills

· Communication – actively share relevant information, clearly communicate, and listen to feedback on, changing priorities and procedures

· Creativity and Initiative- proactively develop new ways to resolve problems

· Leadership and Negotiation - convince others to share resources, present goals as shared interests

· Performance Management - provide constructive feedback to colleagues, provide fair, accurate, timely, and constructive staff evaluations

· Planning and Organizing - set clear and achievable goals consistent with agreed priorities for self, and others, identify priority activities and assignments for self and others

· Professionalism - master subject matter related to responsibilities, identify issues, opportunities, and risks central to responsibilities

· Teamwork - actively contribute to an effective, collegial, and agreeable team environment. Contributes to and follow team objectives. Seek input and feedback from others. Actively support and implement final group decisions. Take joint responsibility for team’s work.

· Technological Awareness- learn about developments in available technology, proactively identifies and advocates for cost-efficient technology solutions

· Resource Mobilization- Establishes realistic resource requirements to meet IOM needs

Other

Appointment will be subject to certification that the candidate is medically fit for appointment, security clearance and verification of residency, visa and authorizations by the concerned Government, where applicable.

IOM does not assist with obtaining or covering the cost of resident visa, work permit or similar procedures as well as travel cost at the end of the contract. The hiring process will be done once all the required documentations are fulfilled which includes proper work permit.

A completed applications package consisting of a cover letter (not more than one page), curriculum vitae highlighting the required education and experience, school credentials and the names and contact details of 3 referees, may be delivered to the IOM Office in Pohnpei or submitted electronically to HRmicronesia@iom.int.