JOB DESCRIPTION

Job Summary

Under the direct supervision of the National Resources Management Officer (NRMO), the overall supervision of the Head of Office in IOM Ottawa, in close collaboration with the Project Monitoring Unit in Manila (PMU), and with relevant units at Headquarters, Administrative Centres, and Regional Office, the incumbent will provide technical and administrative support on the financial monitoring of projects implemented in Ottawa, or implemented globally but managed by IOM Ottawa, as well as other issues related to IOM Ottawa’s financial and general administration.

Key Responsibilities

1. Support the financial monitoring of global projects managed by IOM Ottawa and projects implemented in IOM Ottawa by preparing financial reports and analysis, reviewing expenditures, highlighting variances, and consolidating budget information.
2. Provide regular and ad-hoc financial data and analysis to support the office’s decision-making and reporting needs.
3. Support the invoicing process to donors in close coordination with PMU Manila and follow up on the timely collection of receivables.
4. Assist with the reconciliation of financial records in WAVE and MiMOSA on immigration loans in close coordination with the IOM Ottawa Movement Operations and PMU Manila.
5. Contribute to the preparation of user guides and standard operating procedures for finance and program staff related to project expenditures and budgeting.
6. Maintain and organize records and files related to budgets, reports, contracts, and funds, including retention and backup systems for historical and active documents.
7. Monitor compliance with financial policies, procedures, rules, and regulations, and report any issues requiring attention.
8. Prepare draft responses to audit queries and support the follow up of audit recommendations.
9. Contribute to the preparation of annual budget submissions and revisions for IOM Ottawa.
10. Support the allocation of staff and office common costs to Ottawa’s budgets in PULSE and assist in preparing financial forecasts and sustainability reports.
11. Perform other related duties as may be assigned.

Required Qualifications

Education

• High school diploma with six years of experience; or,
• Bachelor’s degree in business administration, accounting, finance, or a related field from an accredited academic institution with four years of relevant professional experience.
• Professional certification, such as a Certified Public Accountant (CPA) or its equivalent, is desirable.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Prior work experience with international humanitarian organizations, non-government or government institutions/organizations in a multi-cultural setting is an advantage.
• Experience in applying and supporting the development and implementation of administrative and financial control procedures.

Skills

• Knowledge of International Public Sector Accounting Standards (IPSAS), Generally Accepted Accounting Principles (GAAP) and audit review procedures.
• Knowledge of accounting systems.
• Knowledge of database management systems.
• Computer literacy, office software packages (MS Word, Excel, etc.) with strong spreadsheet and data analysis knowledge.
• Good analytical and problem-solving skills; ability to interpret financial and administrative data and support the review and improvement of business processes.
• Good communication skills; able to work effectively with staff and partners and providing support to global functions.

Languages

• For this position, fluency in English is required (oral and written).

IOM’s official languages are English, French and Spanish.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

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.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

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 actions 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) (applicable only if position is with direct reports)

• 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 leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
5. IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
6. 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.
7. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies