Terms of Reference
I. Position Information Vacancy Announcement Position title: IOM/DSM/014/18
Position grade: G5
Duty station: Dar es salaam, Tanzania
Job: Admin/Finance Assistant
II. Organizational Context and Scope Under the overall supervision of the Chief of Mission, and direct supervision of the Resource Management Officer in Dar Es Salaam, the Admin/Finance Assistant is responsible for providing daily financial and administrative assistance, in particular he/she will be responsible for:
III. Responsibilities and Accountabilities 1. Verify invoices and documents submitted by suppliers and service providers;
2. Ensure all supporting documentation and signatures are obtained before finalizing vouchers.
3. After obtaining appropriate approvals, effect payments to suppliers and staff members;
4. Ensure all payments are paid on a timely manner;
5. Responsible for the preparation of monthly accounting reports and the attachment of supporting documents for the review and certification by RMO;
6. Reconcile on a monthly basis all pending vendor accounts;
7. Ensure that the bank reconciliation of the various bank accounts and IOM accounts and databases is done in time and accurately;
8. According to the projectization process of IOM, distribute the office costs and verify staff costs;
9. Ensure files of all financial instructions/guidelines issued are maintained and appropriate internal controls are in place;
10. Assist with the maintenance of an effective banking system including preparing a monthly bank reconciliation;
11. Maintain a filing system for vouchers and all other financial documentation;
12. Maintain the Petty Cash account of the Dar es Salaam Office in the absence of Finance Assistant;
13. Provide Daily Assistance to supervisor in ensuring proper internal controls of finance are in place.
14. Liaise with IOM Tanzania staff in the Sub Office and main offices in daily execution of the payments and increasing of efficiency of program implementation;
15. Coordinate all accounting issues with other colleagues in the Finance Dept.
16. Prepare monthly funding requests for the office.
17. Bring to the attention of the RMO any relevant financial and budgetary issues.
18. Suggest improvements to internal controls and streamlining/efficiencies;
19. Provide guidance and training to new junior staff;
20. Perform such other 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 it to appropriate work
Technical
High level of computer literacy (MS Office Word, Excel and Outlook)
Effectively applies knowledge of relevant financial discipline
Ensures application of institutional financial policies and guidelines
V. Education and Experience - Holder of Secondary School Diploma, with 4 years working experience; Or Bachelor’s Degree combined with 2 years working experience in Finance or Business Administration or related field.
- Strong Computer skills especially in Ms Excel, Word and Outlook
- Ability to pay close attention to details and work with minimal supervision
- Ability to work under pressure and meet deadlines
- Ability to work effectively and harmoniously with a team of colleagues
- Time Management and planning for accounting cycles
- Able to set up internal record tracking
VI. Languages Required
Fluency in both written and spoken English and Kiswahili languages
How to apply:
Interested candidates should fill in the PH form, submit CV’s and cover letter indicating Vacancy Notice number with 3 professional references and contacts to
tzvacancy@iom.int Or send applications to the address below;
International Organization for Migration Mission in the United Republic of Tanzania
Slipway Road, off Chole Road, Plot # 1365 Msasani. PO Box 9270 Dar es Salaam, Tanzania
Kindly note only shortlisted candidates will be contacted.
For further information, please refer to:
https://tanzania.iom.int/ Posting period:
From 14th May – 27th May 2018
Labels: JOBS
