Senior Project Finance Assistant

VACANCY NOTICE
Open to Internal and External Candidates
(Vietnamese National)

Position Title:    Senior Project Finance Assistant
Duty Station:    Hanoi, Vietnam
Classification:    General Service Staff, Grade 6
Type of Appointment:    01 year, with possibility of  extension
Estimated Start Date:    As soon as possible
Closing Date:    5PM 08 September 2019
Reference Code: VN2019/HN/12(E)

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.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. Internal candidates should meet the minimum of time in post requirement of eighteen months or more. This requirement will be reduced to six months for internal candidates who are incumbents of a position confirmed for discontinuation.

ORGANIZATIONAL CONTEXT AND SCOPE:

Under the overall direction of the Chief of Mission IOM Vietnam (COM) and the direct supervision of the Head of Program and Project Development and Implementation (PPDI), the Senior Project Finance Assistant will be responsible for the following financial and administrational duties related to the implementation of counter-trafficking programming funded by the Home Affairs UK Government. She/he will work directly under the PPDI Unit based in Hanoi. S/he will be responsible to monitor and track spending, including commitments, against agreed budgets and notify the program manager of any variances.

RESPONSIBILITIES AND ACCOUNTABILITIES:

The incumbent will be in charge of the implementation of a set of activities within the context of the project:

• Provide financial and administrational procedural guidance to managers and project staff; supervise, guide and train other project support staff, including implementing partners on agreed financial and administrational procedures ;
• Ensure financial and administrational arrangements are put in place to track spending, including commitments, against agreed budgets and notify the program manager of any variances to ensure they remain within authorized levels
• Manage financial resources through monitoring and controlling assets, reserves, funds, supplies, etc. in accordance with IOM rules and regulations;
• Provide specialized advice and support to Project staff and implementing partners on financial and administrative matters related to implementation of project activities in accordance with grant management obligations;
• Take all necessary steps to ensure that funds are accounted for and monitored through maintaining and operating effective monitoring and financial management systems.
• Provide finance support to Ensure all records related to expenditure, including those of implementing partners, are kept and managed in an efficient manner including original invoices, receipts, minutes from meetings, accounts, deeds, and any other relevant documentation, whether in writing or in electronic form.
• Provide finance support to consolidate data and prepare quarterly budget, accounting, financial, statistical reports and other reports, including budget revisions as required
• Provide regular and ad hoc financial information to support informed financial decision making including cash flow statement and forecast as per request by project manager/donor;
• Assist in monitoring compliance with financial policies, procedures, rules and regulations of IOM including those outlined under the grant agreement;
• Assist monitoring that bank reconciliations for IOM accounts are regularly performed and reviewed by designated stakeholders;
• Ensure that disbursements to implementing partners are made based on proper authorizations and supported by legitimate and sufficient documentation;
• Provide assistance responding to audit queries and follow up on audit recommendations;
• Review the status and monitor the proper maintenance of Vendor Accounts in accounting system;
• Verify vendor claims for accuracy and conformance with IOM finance policies and instructions;
• Perform other related duties as required.

COMPETENCIES

The incumbent is expected to demonstrate the following competencies:

• Accountability – takes responsibility for action and manages constructive criticisms;
• Client Orientation – works effectively well with client and stakeholders;
• Continuous Learning – promotes continuous learning for self and others;
• Communication – listens and communicates clearly, adapting delivery to the audience;
• Creativity and Initiative – actively seeks new ways of improving programmes or services;
• Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
• Performance Management – identify ways and implement actions to improve performance of self and others;
• Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;
• Professionalism - displays mastery of subject matter;
• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation;
• Technological Awareness - displays awareness of relevant technological solutions; and,
• Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM (optional depending on position level).

REQUIRED QUALIFICATIONS AND EXPERIENCE

EDUCATION

• High school degree/certificate with minimum 6/7 years of relevant work experience or Bachelor’s Degree from an accredited institution with minimum 4/5 years of relevant work experience.

EXPERIENCE

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things; 
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Knowledge of Counter-Trafficking, Gender Based Violence and Migration would be an asset.

LANGUAGES

• Required (specify the required knowledge) High level of proficiency in both Vietnamese and English. Working knowledge of French and/or Spanish is an advantage.

HOW TO APPLY:

All interested candidates should download and complete an IOM Personal History Form from the IOM Viet Nam website at www.iom.int.vn 
Completed applications, including IOM Personal History Form, application letter, and copies of diplomas and certificates, recommendation letters, etc. may be delivered to the IOM Mission Office in Hanoi at 304 Kim Ma, Ba Dinh district or submitted electronically to hanoi@iom.int referring to this Vacancy Notice’s Position Title.

In order for an application to be considered valid, IOM only accepts profiles with IOM Personal History Form duly completed.

Applications are non-returnable and only short-listed candidates will be contacted.

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