Administrative and Finance Assistant

Organizational Context and Scope

In September 2007, IOM and the Government of Mauritius (GoM) signed a cooperation agreement that lead to the opening of a permanent representation of the Organization, and that capacity building, Migration and Health, Migration Profiles, Migration and Development and Counter Trafficking.

 

Responsibilities and Accountabilities 

Under the general supervision of the Regional Office and the direct supervision of the Head of Office, the incumbent will be responsible for the carrying out of Finance and Administrative tasks at IOM’s office in Port Louis, Mauritius, in particular, the Administrative and Finance Assistant will be tasked to:

  • Provide day-to-day administrative and financial assistance for the successful management of the projects implemented by IOM in Mauritius;
  • Input financial data through transaction codes into PRISM system:
  • Assist in closing the monthly accounts through PRISM by ensuring all transactions are recorded in a timely fashion;
  • Manage the Office filing and archiving system, as well as inventory of material;
  • Maintain accounting records in accordance with IOM Accounting rules and procedures;
  • Maintain petty cash account of the mission;
  • Assist in staff and other officials’ travel and accommodation arrangements, visa requirements and other correspondence;
  • Assist in management and handling of HR related matters; General HR functions with regard to record and control attendance (timekeeping), welfare and recruitment of staff, staff evaluation, retention, promotion and separation of staff in accordance with IOM Staff rules
  • Remain in close communication with the RO Pretoria and Manila on daily basis and provide monthly administrative and financial update, as per instruction from the RMO/Finance Officers in RO Pretoria;
  • Perform any other tasks as required.

Competencies

 

The incumbent is expected to demonstrate the following technical and behavioural competencies:

Accountability

  • Accepts and gives constructive criticism
  • Follows all relevant procedures, processes, and policies
  • Meets deadline, cost, and quality requirements for outputs
  • Monitors own work to correct errors
  • Takes responsibility for meeting commitments and for any shortcomings

Client Orientation

  • Identifies the immediate and peripheral clients of own work
  • Establishes and maintains effective working relationships with clients
  • Identifies and monitors changes in the needs of clients, including donors,

governments, and project beneficiaries

  • Keeps clients informed of developments and setbacks

Continuous Learning

  • Contributes to colleagues' learning
  • Demonstrates interest in improving relevant skills
  • Demonstrates interest in acquiring skills relevant to other functional areas
  • Keeps abreast of developments in own professional area

Communication

  • Actively shares relevant information
  • Clearly communicates, and listens to feedback on, changing priorities and procedures
  • Writes clearly and effectively, adapting wording and style to the intended audience
  • Listens effectively and communicates clearly, adapting delivery to the Audience

Creativity and Initiative

  • Actively seeks new ways of improving programmes or services
  • Expands responsibilities while maintaining existing ones
  • Persuades others to consider new ideas
  • Proactively develops new ways to resolve problems

Leadership and Negotiation

  • Convinces others to share resources
  • Actively identifies opportunities for and promotes organizational change
  • Presents goals as shared interests
  • Articulates vision to motivate colleagues and follows through with Commitments

Performance Management

  • Provides constructive feedback to colleagues
  • Identifies ways for their staff to develop their abilities and careers
  • Provides fair, accurate, timely, and constructive staff evaluations
  • Uses staff evaluations appropriately in recruitment and other relevant HR procedures
  • Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations

Planning and Organizing

  • Adapts best Human Resources practices to the requirements of IOM to facilitate the achievement of strategic objectives
  • Sets clear and achievable goals consistent with agreed priorities for self and others
  • Identifies priority activities and assignments for self and others
  • Organizes and documents work to allow for planned and unplanned handovers
  • Identifies risks and makes contingency plans
  • Adjusts priorities and plans to achieve goals
  • Allocates appropriate times and resources for own work and that of team members

Professionalism

  • Effectively applies knowledge of relevant Human Resources theories and practices, and recognizes their application within existing IOM processes
  • Delivers Human Resources solutions customized to the needs of IOM
  • Masters subject matter related to responsibilities
  • Identifies issues, opportunities, and risks central to responsibilities
  • Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
  • Persistent, calm, and polite in the face of challenges and stress
  • Treats all colleagues with respect and dignity
  • Works effectively with people from different cultures by adapting to relevant cultural contexts
  • Knowledgeable about and promotes IOM core mandate and migration solutions

Teamwork

  • Actively contributes to an effective, collegial, and agreeable team environment
  • Contributes to, and follows team objectives
  • Gives credit where credit is due
  • Seeks input and feedback from others
  • Delegates tasks and responsibilities as appropriate
  • Actively supports and implements final group decisions
  • Takes joint responsibility for team's work

Technological Awareness

  • Learns about developments in available technology
  • Proactively identifies and advocates for cost-efficient technology solutions
  • Understands applicability and limitation of technology and seeks to applyit to appropriate work

Resource Mobilization

  • Establishes realistic resource requirements to meet IOM needs

Education and Experience 

Education

  • University degree in finance, administration or other relevant fields.
  • Professional training on admin/finance desirable

Experience

  • At least 3 years of progressively responsible work experience in administration and/or finance field;

Required Languages

French and English.

 

Method of Application

If you are qualified for this position please email the following to pretoriacvs@iom.int  under the REFERENCE: VNSA2017/01  in the subject line of your email:

Personnel History form which you will find on http://southafrica.iom.int  in the VACANCIES section

Kindly quote the REFERENCE- VNBW2017/01 in the subject line of your application.  We will not be able to track your applications without the reference code provided.

Please send your application by Email :

pretoriacvs@iom.int 

This position is open to Mauritian Nationals only.

Enquiries in respect to the job description and application may be directed to the same email address.

Duty Station: 
Port Louis, Mauritius
Grade: 
G4/1* (Based on the UN Salary Scale for General Service Staff in Mauritius)
Closing Date: 
Sunday, May 14, 2017