Regional Resource Management Support Officer

VACANCY NOTICE 2013/05

OPEN TO INTERNAL AND EXTERNAL CANDIDATES

Duty Station: Regional Office in Brussels, Belgium
Position title: Regional Resource Management Support Officer
Organizational Unit: Regional Resource Management Unit
Type of Appointment: One Year Fixed Term (with possibility of extension)
Classification: NO-A
Estimated Starting Date: as soon as possible
Reference Code: VN 2013/05

General functions

Under the overall supervision of the Regional Director of the IOM Regional Office (RO) for the European Economic Area, the EU and NATO in Brussels, and under the direct supervision of the Senior Regional Resource Management Officer (SRRMO), the Regional Resource Management Support Officer (RRMSO) is responsible for assisting in monitoring and supporting the financial, human resources and other administrative functions of the Country Offices (COs) within the region as well as for contributing to the efficient financial management of the Regional Office.

In particular, he/she will undertake the following tasks:

1. As a member of the Regional Resource Management Unit, assist in supporting and offering guidance to missions in the region on matters related to IOM administrative issues, local institutions and regulations and human resources issues with the view to increasing their effectiveness. Contribute to ensuring that field missions in the region comply with relevant IOM rules and regulations in the area of general administration, finance and human resources.
2. Under the guidance of the SRRMO, assist in monitoring the implementation of appropriate processes, mechanisms and internal controls in the COs within the region to prevent fraud and mismanagement. Undertake mission assessments as and when assigned, identify issues and prepare related reports.
3. Review budgets enclosed in project proposals as part of the project endorsement process with a view to seeking adequate coverage of shared staff and office costs, also taking into account needs identified during the annual budgeting process.
4. Assist in monitoring and analyzing the financial activities and performance of the missions in the region and assist the SRRMO in addressing unusual trends in order to minimize exposure.
5. Provide basic advice, under the guidance of the SRRMO, on risk management of projects and offices in the region in the areas of resource management.
6. Inform the SRRMO of urgent financial, personnel and other resource needs or of risks resulting from resources mismanagement or fraud pursuant to established rules and instructions.
7. Ensure timely submission of necessary financial and human resources reports and documentation of the Country Offices within the region, as appropriate. Collect input from missions and draft respective consolidated regional reports and memos.
8. Provide verification of small missions’ financial transactions and/or run PRISM payrolls, post expense claims of RMOs for COs as and when no sufficient segregation of duties is possible locally.
9. Assist in monitoring and overseeing the financial management of all activities of the Regional Office including the oversight of financial expenditure, accountability and projectisation of staff; participate in the financial analysis of projects implemented by the office as required.
10. Support the SRRMO in preparing the RO’s annual budget submission and controlling spending to ensure that costs are contained within approved allocations.
11. Coordinate legal and contractual matters with HQs as delegated
12. Identify resource management-related training needs of the region and deliver trainings as assigned.
13. Undertake duty travels as and when required.
14. Perform any other duties as may be assigned.

Desirable Competencies:

Behavioural

a) Takes responsibility and manages constructive criticism; b) Establishes and maintains effective working relationships with clients and stakeholders c) Promotes continuous learning and contributes to colleagues’ learning d) Writes and communicates clearly and effectively, adapting wording and style to the intended audience e) Actively seeks new ways of improving programmes or services and proactively develops new ways to resolve problems f) Plans work, anticipates risks, and sets goals within area of responsibility. Monitors own work to correct errors g) Works effectively with people from different cultures by adapting to relevant cultural contexts h) Displays mastery of subject matter i) Actively contributes to an effective, collegial, and agreeable team environment. Contributes to, and follows team objectives j) Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation; k) Displays awareness of relevant technological solutions l) Works with internal and external stakeholders to meet resource needs of IOM.

Technical

a) Advanced reporting skills. Ability to review a variety of data, identify and adjust data discrepancies b) Proven capacity to handle and prioritize work in an efficient and timely manner c) Effectively applies knowledge of relevant financial discipline d) Proven capacity to resolve complex / sensitive issues in the area of resource management e) Develops / follows internal control procedures to prevent fraud and mismanagement. f) Ensures application of institutional financial policies and guidelines. Advocates incorporation of financial considerations into processes and procedures g) Effectively applies knowledge of relevant Human Resources theories and practices, and recognizes their application within existing IOM processes. h) High level of computer literacy, in particular in MS Office and computerized accounting systems. i) Advanced knowledge of SAP.

Desirable Qualifications and Experience:

Education and Experience: a) Bachelor Degree. Master degree from an accredited academic institution in Finance, Accounting/Business Administration and Professional certification such as a ACCA, ACMA, chartered accountant or certified public accountant would be a distinct advantage ; b) Minimum 2 years experience in business administration, accounting, financial reporting and budget tracking; c) Familiarity with International Accounting Standards (IAS) is an asset. d) Experience with EU funding instruments relevant for EU member states and related financial rules and procedures. e) Experience in liaising with national, regional and international institutions, especially those responsible for distribution of EU funds is a distinct advantage; f) Experience in administering / running HR functions.

Languages: a) Fluency in oral and written English b) Good knowledge of French. c) Knowledge of other EU Languages from the European Economic Area is an asset.

Note:

IOM encourages applications from qualified female applicants.
Post is subject to local recruitment.

Method of Application:

Application (CV and Cover Letter) should be addressed to IOMBrusselsApplications@iom.int quoting the above vacancy notice number
Closing date: 24 November 2013