Position Title : Resources Management Officer
Duty Station : Lusaka, Zambia
Classification : Professional Staff, Grade P2
Type of Appointment : Fixed term, one year with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 05 November 2019
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.
IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.
Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. 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, the following are considered first-tier candidates:
1. Internal candidates
2. Candidates from the following non-represented member states: Antigua and Barbuda; Cabo Verde; Comoros; Cook Islands; Cuba; Djibouti; El Salvador; Fiji; Gabon; Grenada; Guinea-Bissau; Guyana; Holy See; Iceland; Kingdom of Eswatini; Kiribati; Lao People’s Democratic Republic (the); Latvia; Libya; Marshall Islands; Micronesia (Federated States of); Montenegro; Namibia; Nauru; Palau; Papua New Guinea; Saint Kitts and Nevis; Saint Lucia; Saint Vincent and the Grenadines; Samoa; Sao Tome and Principe; Seychelles; Solomon Islands; Suriname; The Bahamas; Timor-Leste; Tonga; Tuvalu; Vanuatu
Second tier candidates include:
All external candidates, except candidates from non-represented member states.
Under the direct administrative supervision of the Chief of Mission (CoM) in Zambia, and the technical supervision of the Senior Regional Resources Management Officer (SRRMO) at Regional Office in Pretoria, South Africa, in close coordination with the Department of Resources Management at Headquarters (HQs), the Administrative Centres in Manila and Panama, the successful candidate will be responsible and accountable for monitoring/supervising the budgetary, financial, procurement and logistics, human resources and administrative functions of the Country Office (CO).
Core Functions / Responsibilities:
1. Monitor and oversee the financial and human resources management of the CO, including the oversight of financial expenditure, accountability and undertake financial analysis of projects and programmes in the CO.
2. Prepare donor financial reports in accordance with IOM regulations and established procedures in close coordination with the relevant units in Headquarters (HQs), Manila Administrative Centre (MAC) and Regional Office in Pretoria.
3. Prepare annual budget for the CO, monitor budget control and analyze variances between budget and actual expenditures and outstanding commitments, and assist in the preparation of budgets for new programmes.
4. Coordinate the CO’s funding request and ensure effective control of funds disbursed; ensure funding is received in accordance with donor agreements and disbursements to beneficiary counterparts are based on agreed budgets, work plans and other monitoring tools.
5. Coordinate the preparation of payroll; Inspect payroll versus budgets, ensuring that salaries are correctly allocated to projects in a manner consistent with IOM’s projectization criteria.
6. Coordinate the CO’s HR and administrative functions, including recruitment, retention, promotion, separation of staff, and other related activities, in accordance with the Organization’s policies and procedures.
7. Supervise staff of Resources Management Unit, make recommendations on procedural improvements and provide training for national staff in the areas of finance, administration, HR and Procurement rules and procedures.
8. Coordinate the procurement and logistical services, including contracts with suppliers of goods and services and related administrative authorities. Ensure proper management of the CO’s assets, as well as the functioning of support services (common services).
9. Maintain liaison with other internal functional units of the CO, as well as banks, donors, government counterparts and other stakeholders with a view of ensuring a smooth implementation of IOM operations at resources management level.
10. Liaise with relevant units at HQs, relevant Administrative Centres, RO Pretoria as well as relevant external counterparts regarding the financial and administrative activities of CO and report regularly on the financial situation of the CO and provide other information as necessary.
11. In line with IOM’s Financial Management Rules and Policies, develop sound financial management policies and procedures with a view to strengthening internal controls to safeguard the Organization’s assets and prevent fraud and mismanagement.
12. Undertake quality control checks on the monthly accounts, ensure that Vendor/customer (debtor/creditor) accounts are cleared in a timely manner and review all other financial matters with banks and suppliers.
13. Support the Chief of Mission to ensure that programme activities are implemented in a manner consistent with donor agreements – both from an operational and budgetary perspective, and from an IOM perspective with respect to IOM administrative and procurement rules applicable during project implementation.
14. Oversee the attendance records of staff members and closely monitor the leave balances of staff to ensure that these balances remain within reasonable limits.
15. Apply internal HR policies, rules and regulations and make recommendations for resolving difficult or sensitive cases, in coordination with the Chief of Mission. Ensure staffs comply with the IOM Standard of Conducts and ensure the appropriate follow-up on the implementation of IOM Rules and Regulations.
16. Perform such other duties as may be assigned.
Required Qualifications and Experience:
• Master’s degree in Accounting, Finance, Public or Business Administration or a related field from an accredited academic institution with two years of relevant professional experience; or
• University degree in the above fields with four 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 in financial management, accounting and budgeting;
• Experience with internal control assessment, internal audit and/or external audit;
• Experience in preparing clear and concise reports;
• Experience working with international institutions;
• Knowledge of IOM’s regulations, policies and procedures;
• Knowledge of International Public-Sector Accounting Standards (IPSAS) and SAP an advantage;
• Knowledge of IOM accounting systems, software and procedures an advantage
IOM’s official languages are English, French and Spanish.
For this position, fluency in English is required (oral and written). Working knowledge of French and/or Spanish is an advantage.
1 Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).
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 wherever possible.
• 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.
Core Competencies – behavioural indicators level 2
• 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 action 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 2
• 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 potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.
IOM’s competency framework can be found at this link.
Competencies will be assessed during a competency-based interview.
Internationally recruited professional staff are required to be mobile.
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
This selection process may be used to staff similar positions in various duty stations. Recommended candidates endorsed by the
Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.
The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
How to apply:
Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by 05 November 2019 at the latest, referring to this advertisement.
IOM only accepts duly completed applications submitted through the IOM e-Recruitment system. The online tool also allows candidates to track the status of their application.
Only shortlisted candidates will be contacted.
For further information please refer to: www.iom.int/recruitment
Posting period: to 05.11.2019
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.