Expedited - Senior Project Administrative Associate

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

The International Organization for Migration (IOM) is one of the major humanitarian and development actors in Somalia. IOM Durable Solutions program currently implements projects focused at Co-Funding Mechanism, Youth Engagement and Government Engagement Interventions. The program also provides technical oversight to the CCCM, Shelter (Housing) and WASH units implementing durable solutions initiatives . 

Under the direct supervision of the Programme Manager (Durable Solutions and Urban Displacements), the Senior Project Administrative Associate will assist in implementing and monitoring all logistical, administrative and financial aspects of Durable Solutions programme.

Internal IOM Candidates will be given first priority.

1. Assist in process and following up on the administrative aspect of the program/project, covering initial verifications of related documents/invoices, obtaining necessary approval/clearance, initiate payment requests to Finance unit, following up on administrative actions, and ensure all relevant matters are timely and efficiently processed and paid. 
2. Coordinate with the relevant units and staff in the Somalia Office on logistics, administration, and finance matters related to Durable Solutions, Co-Funding Mechanism, and Government Engagement  activities and assist to maintain all procedures aligned within Mission. 
3. Coordinate with relevant units and follow IOM procedures to support the procurement and logistics of equipment/supplies/services for the program activities. Monitor the procurement process and documentation; Track the progress from the purchase stage, system inputs, to the delivery of goods/services, and payment release. 
4. Ensure all documents related to Durable Solutions, Co-Funding Mechanism, and Government Engagement projects are complete, archived, in order, and updated for filing. Do the routine monthly checking of the completeness of documents filing, assessment reports, distribution reports, waybill and packing lists, PRF, PO, Sample test reports, withdrawal requests, SRFs, and other related documents. Where applicable, ensure timely process of the partner financial contributions.
5. Assist the manager in compiling and filing project documentation, including financial documents, donor reports, etc. Assist in implementing project/programme activities, including organizing meetings, workshops, training, conferences, etc.
6. Assist in checking that staff’s Travel Authorization (TA/TR) and Travel Expense Claims are correctly completed. Assist in other process related to project travels involving government and other counterparts, relating to Visa, reimbursement, and other supports. Create and maintain travel expense tracker and use it as a guide in future proposal development by making an informed decision based on the previous statistical flow of the tracker.
7. Support field coordinators in the recruitment/engagement process of the enumerators for casual works in the field; provide applicable template with guidance; initiate the supporting documents required for payment and process the payment as at when due.
8. Maintain records and tracking of project staff leave plan and attendance. If applicable, maintain a log and file of Daily/Hourly contract personnel in the field and follow up on their timesheet and payments, and contract renewals, in coordination with HR Unit. 
9. Perform any other general administrative duties assigned by the managers. Education
   • chelor’s degree in Business Administration, Finance, Economy Management, Social Science, or a related field from an accredited academic institution with four years of relevant professional experience;  Or 
   • High School Degree in the above fields with minimum six years of relevant professional experience Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
     • Professional experience in financial administration, control procedures, and procurement process.
     • Experience working in respective programme/project preferably at field level, in emergency and conflict environments. 
     • Experience working with accounting and procurement system, an advantage.
     • Experience in IOM administrative and financial management, budget monitoring, and internal control procedures will be an advantage.
     • Experience working in an international organization and knowledge of the UN is essential. Skills
       • Good, communication, and negotiation skills;
       • Excellent monitoring skill; Managerial Skill; Organizational Skill; Accuracy. 
       • Ability to work with limited supervision. 
       • Ability to multi-task and delivers on set objectives and timelines in hardship situations;
       • Experience in the usage of office software packages (especially spreadsheet)  Languages
         • For all applicants, fluency in English and Somali  is required (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.
10. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 2)
11. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.