Position Title: Senior Finance assistant

Duty Station: IOM Sofia, Bulgaria

Classification:  General Service Staff, Grade 6

Type of Appointment: 1 year fixed-term contract  

Estimated Start Date: As soon as possible

Closing Date: 8th November 2021

The International Organization for Migration 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 and it does so by providing services and advice to governments and migrants.

Under the overall and direct supervision of the Head of Office in IOM Bulgaria, the successful candidate will be accountable for the HR, financial and administrative  implementation of IOM Sofia programmes.

This includes but is not limited to the financial, HR and administrative services for the successful mastering of all relevant rules, guidelines, processes and procedures in the implementation of AMIF projects, funded by the  European Commission, Directorate-General for Migration and Home Affairs and the National AMIF programme.

Please be advised that this is a local position and as such only qualified candidates with suitable residence/ working permit in Bulgaria will be considered.

Core Functions / Responsibilities:

  • Provide procedural and technical support and respond to financial and administrative queries from donors;
  • Prepare and submit quarterly/yearly donor financial reports and other financial documents;
  • Check and verify invoices, requests for payments, purchase requests and other requests that will result to financial obligations;
  • Monitor budget usage including expenditures and commitments versus approved budget allocations for IOM Sofia projects and programs. Alert supervisor about shortfalls and over-expenditures.
  • Review and verify that IOM and donor’s financial and administrative rules are correctly applied during project execution, reporting any possible incompliance.
  • Maintain financial records and monitoring systems to record and reconcile expenditures, balances, payments and other data for day-to-day transactions, conduct preliminary analysis of the information and highlight areas of concern for the attention of the RMO/SRMO.
  • Monitor the financial and administrative documentation and assuring its completeness in compliance with IOM and donors’ accounting procedures and administrative instructions.
  • Verify payments to vendors, contractors, consultants by ensuring services and/or shipments are rendered and/or delivered, mathematical computations are correct and supporting documents are complete.
  • Record payable entries in PRISM Finance module and assist in preparation of monthly financial statements;
  • Support the recruitment of experts within IOM Bulgaria projects.
  • Interpret financial policies, rules and regulations and provide recommendations.
  • Provide guidance and training to junior staff in HR, financial and administrative matters.
  • Undertake other duties as assigned.

Required Qualifications and Experience

Education and Experience

  • University degree in Economics, Finance, Business Administration or related field from an accredited academic institution with at least 4 years’ professional experience, preferably in financial support or similar roles in the field.

Advantages

  • Previous work experience with EU / other donors would be a distinct advantage
  • Previous work experience in international organizations and companies would be an advantage
  • Demonstrated proficiency with Microsoft Office applications, including Excel, in particular, experience in computerized accounting systems and software.
  • Knowledge of SAP would be a distinct advantage;
  •  Previous work experience with EU / other donors would be a distinct advantage
  • Previous work experience in international organizations and companies would be an advantage

Languages

Fluency in both Bulgarian and English.

Required Competencies

Behavioral:

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

Continuous Learning

  • Contributes to colleagues’ learning
  • Demonstrates interest in improving relevant skills

Communication

  • Actively shares relevant information
  • Writes clearly and effectively, adapting wording and style to the intended audience
  • Listens effectively and communicates clearly, adapting delivery to the audience

Performance Management

  • Provides constructive feedback to colleagues

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 credits where credit is due
  • Seeks input and feedback from others
  • Delegates tasks and responsibilities as appropriate
  • Actively supports and implements final group decisions

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

Resource Mobilization

  • Establishes realistic resource requirements to meet IOM needs

Technical:

  • Effectively applies knowledge of relevant financial discipline
  • Develops / follows internal control procedures to prevent fraud and mismanagement
  • Ensures application of institutional financial policies and guidelines
  • Adapts best Human Resources practices to the requirements of IOM to facilitate the achievement of strategic objectives
  • Delivers Human Resources solutions customized to the needs of IOM

Other

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation

2. Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

How to apply:

Interested candidates are invited to submit their applications (Cover Letter and CV in European Format) in English, to iomsofia@iom.int email address, quoting the vacancy notice by 8th of November 2021 at the latest, referring to this advertisement. Only shortlisted candidates will be contacted.

Posting period:

From 28.10.2021 to 8.11.2021