IOM Field Grants Administrative Assistant Job in Mogadishu, Somalia

Vacancy No: SCO/034/2013

Functional Title: Field Grants Administrative Assistant

Department: Transition Initiatives for Stabilization (TIS)

Grade: G4/01

Duty Station: Mogadishu, Somalia

Type of Appointment: 6 months under 3rd party contractor with possibility of extension

Closing Date: 3rd July 2013.

General function:

Under the overall supervision of USAID Transition Initiatives for Somalia (TIS) Program Manager and the direct supervision of the Field Coordinator, in coordination with the Grants Manager, or his/her designee, the incumbent will assist in administration of grants by ensuring proper filing of grants related financial, contract and grantee documents in the field.

Specific Duties and Responsibilities:

• Maintain secure hard copy files for every ongoing activity in the field, to immediately send scanned copies of all relevant documents and hard copy files when safe to the headquarters-based Grants Unit.
• Assist Field Team members in preparing necessary grant documentation, including but not limited to, Site Visit Notes, before, during and after Photos, systematic reporting, and needed Grant Amendments.
• Assist in the compilation of data from the field for preparation of weekly, monthly, quarterly, and annual reports.
• Review all grantee deliverables and invoices to ensure compliance against contract/agreement and grant budget prior to sharing with headquarters for payment processing.
• Follow up with TIS Headquarters’ Finance Unit to ensure payments are being processed in a timely fashion after sharing supporting documentation.
• Manage the office supplies, maintaining a Log Book of materials and use.
• Perform other duties as may be assigned.

Personal Development:

The incumbent will perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure. He/she will accept responsibility for monitoring in full of an activity’s grant documentation.

Required Qualifications:

The minimum required academic and professional skills for the jobholder to perform successfully in their job include:

• University Degree in Mathematics, Business Administration, Finance or Business related field,
• Previous work experience in Grants or Finance related field especially on USAID funded projects at least 2 years.
• Willingness to travel extensively within the region, work extended periods in the field and interact effectively with partners.
• Experience in initiating and encouraging inter-sectorial information sharing and cooperation, while exercising respect for cultural diversity.
• Ability and willingness to travel at short notice for at least 33% of time.
•  Highly proficient in Microsoft office (Microsoft Excel, Access, Outlook and Word) and internet applications.

Required Skills and Competencies:

• Personal commitment, efficiency and results-driven, sound organization skills with strict attention to detail.
• Excellent writing and communication skills, strong interpersonal, inter-cultural skills and ability to work as part of a diverse team.
• Ability to maintain effective communication with colleagues, both junior and senior and will relate to others mindful of the cultural diversity of local communities and colleagues.
• Maintain a positive, participatory work environment where information is shared, staff input is considered and a healthy team spirit thrives.
• Ability to work independently, respond appropriately to environmental, safety hazards and function effectively in emergency situations.
• Ability to utilize systems effectively to ensure economical use of equipment and supplies.
• Demonstrated ability to maintain integrity in performing responsibilities assigned.
• Objective, analytical and capable of working under pressure on tight deadlines; should be willing to work overtime and on weekends when required
• Thorough knowledge and fluency of English. Fluency of Somalia is preferred.

Method of Application:

Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number, with three professional references and contacts (email or telephone) to the:

International Organization for Migration (IOM)
Mission in Somalia, Nairobi Office
Human Resources Department
Gitanga Groove, off Gitanga Road
P.O. Box 1810 – 00606
Nairobi
OR

Send by email to: hrsomalia@iom.int

Only short listed candidates will be contacted.