Finance Assistant at IOM, Kigali, Rwanda

I. POSITION INFORMATION

Position title: Finance Assistant II
Position grade: UG (equivalent to G4)
Duty station: Kigali
Seniority band: IV
Job family: Support
Organizational unit: Resource Management
Reporting directly to: Admin and Finance Assistant I
Overall supervision by: Chief of Mission
Managerial responsibility: None

II. ORGANIZATIONAL CONTEXT AND SCOPE

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.

Background
IOM’s main activities in Rwanda to date are related to the socio-economic reintegration of returnees in collaboration with the Ministry of Disaster Management and Refugees Affairs from 2010 and raising awareness in preventing human trafficking in collaboration of Ministry of Gender and Family Promotion and National police. In collaboration of Rwanda Diaspora Directorate IOM also implements a health project whereby diaspora members are mobilized and sensitized to share their skills through temporally practice in local hospitals.  Following the civil war in DRC, IOM Rwanda is also involved in resettlement of Congolese refugees mainly to USA.

This position is available to support a small, but expanding office.

III. RESPONSIBILITIES AND ACCOUNTABILITIES

The main objective of the assignment is to contribute to effective financial management of the overall office structure.
Working under the overall supervision of the Chief of Mission (CoM) and reporting directly to the Admin and Finance Assistant in coordination with relevant units in Regional Office, the incumbent will be responsible for carrying out finance functions in accordance with IOM’s regulations, rules and procedures. In particular, he/she will have the following responsibilities:

1. Be aware of and ensure all financial procedures are correctly followed
2. Be petty cash custodian and ensure cash log is updated on a daily basis and proper recording in PRISM
3. Post accounting transactions in SAP accounting system/PRISM and process payments through electronic banking systems where applicable
4. Carry out cheque payments (supported by sufficient authorized documentation) and ensure bank log is updated and monitor transactions in IOM Rwanda bank accounts;
5. Monitor movements in IOM Rwanda accounts and ensure necessary funds are available in both accounts in consultation with the Admin and Finance Assistant I
6. Prepare accounting transaction reports (vouchers) and ensure that supporting documents and other requirements are complete; follow up with respective project staff
7. Process payments for the mission’s telecommunication, postage and taxi costs i.e. landline, mobile, e-mail leased lines, sat phones with a view to ensure:-
 - Activities/Projects are charged the true cost of usage
 - Correct accountability for the personal calls made
8. Prepare and dispatch monthly accounts to Headquarters
9. Invoice staff and third parties for non-official use of IOM resources such as vehicles, telephone and to follow up for payment.
10. To be the custodian of the Finance Unit’s stationery stock (including receipt books) and office supplies
11. Process Travel Authorization (TAs) for staff members scheduled for TDY ensuring that TAs are duly approved and authorized in good time and relevant copies are kept on file records
12. Perform settlement of Travel Expense Claims for all IOM local staff and officials, coordinate with respective staff member to verify the accuracy and ensure completion of the claim and supporting documents
13. Maintain a filing system and to ensure proper custody of financial documents -vouchers, bank correspondence etc.
14. Review on regular basis, vendor accounts and initiate follow up messages for outstanding cases and provide timely feedback to the Admin and Finance Assistant.
15. Create PRISM vendor codes for new vendors and monitor clearance of overdue payments
16. Perform any other related duties as may be assigned.


IV. COMPETENCIES

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

Behavioural
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

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
- Proactively develops new ways to resolve problems

Leadership and Negotiation
- Convinces others to share resources
- Presents goals as shared interests

Performance Management
- Provides constructive feedback to colleagues
- Provides fair, accurate, timely, and constructive staff evaluations
- Uses staff evaluations appropriately in recruitment and other relevant HR procedures

Planning and Organizing
- 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

Professionalism
- 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 apply

Technical
 - Knowledge and experience in developing and implementing internal control procedures to prevent fraud and mismanagement required.


V. EDUCATION AND EXPERIENCE 

1. Completed university degree in Accounting, Finance or Business Administration from an accredited academic institution. Holder of a CPA II certificate. Any relevant training certificate in the field is an added value.
2. Work experience of at least 4 years in accounting or finance, preferably for an international organisation.

VI. LANGUAGES

Required: ENGLISH, KINYARWANDA, FRENCH is Advantageous

How to apply:

Interested candidates should send their applications to: iomrwanda@iom.int
The application must include Cover letter and CV with three referees addressed to the Chief of Mission IOM – Rwanda.
Only selected candidates will be contacted. Closing date of application: 27th December 2012.