Senior Regional Administrative and Finance Officer

1 month ago

Nairobi, Nairobi Area, Kenya International Organization for Migration (IOM) Full time

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.

With 165 member states, a further 8 states holding observer status and offices in over 100 countries, 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 works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people.

The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.


Context:


Under the overall supervision of Regional Director for East and Horn of Africa, direct supervision of the Regional Health Assessments Programme Coordinator (RHAPC) for Sub-Saharan Africa, and in close coordination with the Senior Regional Resource Management Officer in Regional Office in Nairobi, Finance Officer MHD HQ and the Administrative and Finance Officer (MHD in the Manila Administrative Centre), the Senior Regional Administrative and Finance Officer will be accountable and responsible for controlling and monitoring the financial performance of the administrative and finance functions of the Health Assessment Programmes under the United States Refugee Admissions Program (USRAP) operations in the Sub-Saharan Africa region and overseeing the utilization and allocation of the available funds for MHD in the region.

The Senior Regional Administrative and Finance Officer will also be responsible for leading and managing the Regional Programme Support and Administration Unit (PSAU) of MHD Africa based in Nairobi.


Core Functions / Responsibilities:
Manage the financial operations and activities of the Migration Health Division's (MHD) Programme Support and Administrative Unit (PSAU).

Supervise, build capacity, evaluate performance and ensure development opportunities for the administrative and finance staff supporting the Health Assessment Programmes (HAP) under the purview of USRAP in the Region.

Provide authoritative advice and guidance to the HAP teams in Africa in regard to financial practices and operations, including but not limited to the preparation of budgets/service fees, cost estimates, comparative analysis and budget narrative justifications.

Ensure field mission financial expenditures and spending rates are aligned with budget projections and regularly advise RHAPC. Assess regular financial reports and take action to resolve anomalies and unusual trends.

Control and monitor the financial performance of HAPs in the region; exercise allotment or expenditure control; prepare, review and consolidate budget proposals; coordinate the formulation of, or formulate, budget and financial plans; provide senior management with forecasts and histories of performance; consult with Programme Managers in regard to current and future levels of funding for activities.

Analyse project accounting and financial documentation, monitor and review transactions and documents, ensure the correct and consistent implementation of procedures to control and monitor income and expenditure, and take action to correct any anomalies or unusual trends, providing advice to the Programme Managers.

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 CO's submission of budget and service fee requests, revisions and reports and the provision of supporting justification, calculations, and documents as required.

Provide authoritative advice and guidance to project colleagues in Country Offices on the revision of agreements and contracts with various service providers servicing USRAP projects for coordination with LEG.

Prepare financial and administrative reports for the RHAPC.

Establish and maintain effective collaboration and liaison with relevant managers and staff in IOM on issues related to the interpretation and application of IOM financial rules, regulations and practices, and financial system modules.

Elaborate or formulate financial procedures and make recommendations to senior management on questions of financial policy.

Review, verify and approve project financial documents, financial reports and status of finances received from COs, ensuring accuracy, compliance with IOM policies and contractual requirements and USRAP requirements, and proper backup/audit documentation.

Ensure regular reporting from COs and sub-recipients of USRAP funds.

Provide authoritative guidance to the HAP-implementing missions in Africa on procurement of medical items and asset and inventory management.

In coordination with the MHD Finance unit, develop global SOPs and guidelines on these matters and ensure compliance with the organizational standards related to procurement and asset/inventory management.

Travel to field missions to provide advice, training and support on USRAP budgeting, reporting, and cost allocation, ensuring mission compliance with the IOM-PRM Memorandum of Understanding (MOU) for expenditures as well as IOM Internal Instructions.

Provide support and guidance regarding administrative and financial issues to increase effectiveness and efficiency.

Ensure the implementation of control procedures and the confidentiality and integrity of all USRAP-related information in line with USRAP standards of conduct and data protection rules.

Advise the RHAPC of any non-compliance demonstrated within financial records.
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 seven years of relevant professional experience; or,
University degree in the above fields with nine 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

Demonstrated experience in financial management, particularly in relation to migration health programmes in the field;
Demonstrated experience in the formulation of financial policies and procedures;
Experience in managing and supervising teams, preferably in an international setting;
Experience with procurement and asset management; and,
Proven experience in designing admin-finance training modules and conducting trainings including webinars.

Skills

Knowledge of the USRAP, Global Health Assessment Projects, Canada PDMS, and CDC Cooperative Agreements is a distinct advantage;
Good knowledge of the IOM or UN finance systems, IOM or UN Financial Regulations and Rules, and USRAP operations, agreements and regulations;
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 analyze and interpret source information and data; and,
Analytical thinker capable of designing and enhancing financial tools, templates anddashboards.

Languages

IOM's official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.
For this position, fluency in English is required (oral and written).

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

Notes

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

Required Competencies:
Values - all IOM staff members must abide by and demonstrate these five 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 3

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 actions 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 3

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 leadership and professional potential.

Empowering others:
Creates an enabling environment where staff can contribute their best and develop their potential.

Building Trust:
Promotes shared values and creates an atmosphere of trust and honesty.

Strategic thinking and vision:
Works strategically to realize the Organization's goals and communicates a clear strategic direction.

Humility:
Leads with humility and shows openness to acknowledging own shortcomings.

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