Senior Accounting, Finance and Administrative Assistant

Open to Internal and External Candidates
  • Position Title : Senior Accounting, Finance and Administrative Assistant
  • Duty Station : Floriana, Malta
  • Classification : General Service Staff, Grade G6
  • Type of Appointment : Fixed term, one year with possibility of extension
  • Estimated Start Date : As soon as possible
Closing Date : November 30th, 2016
Reference code : VN 2016 – 41 (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. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
Under the general supervision of the non-resident Chief of Mission for Italy and Malta seated in Rome, the direct supervision of the IOM Malta’s Officer in Charge, and in close coordination with the Resource Management Office in Rome, the incumbent will be responsible and accountable for the
performance of the financial and administrative functions of the Mission in Malta.
Core Functions / Responsibilities:
  • Assist the Chief of Mission (CoM) and the Officer in Charge (OiC) in the monitoring of all the activities of the Mission, including the control of financial expenditures and accountability.
  • Facilitate maintaining appropriate internal controls to safeguard the Organization’s assets, control cash and prevent fraud.
  • Ensure that IOM financial regulations are correctly applied on all financial transactions of the Mission. Process the accounting and financial transactions in IOM’s SAP based accounting system (PRISM) and perform regular controls including bank/vendor/customer account reconciliations and period-end closures for the Mission.
  • Prepare donor financial reports in accordance with donor requirements, IOM regulations and established procedures, in close coordination with Project Managers, OiC, CoM as well as relevant units in HQ, Administrative Centers and RO.
  • Support management of the treasury by forecasting cash flows according to activities; ensure funding is received in accordance with donor agreements.
  • In coordination with CoM, support the preparation of the annual budget for the Mission, oversee budget control process. Control variances between budget and actual expenditures on a regular basis.
  • Check payroll versus budgets, ensuring that salaries are correctly allocated to projects consistent with IOM's projectization criteria.
  • Assist in the procedures related to human resources management, including recruitment, time management, separation, travel and other related activities, in accordance with the Organization's policies and procedures.
  • Provide support to Project Managers throughout the project cycle to ensure financial and administrative compliance with IOM's policies and procedures and any donor-specific requirements in the field of resource management.
  • Facilitate financial audit of projects in accordance with the donor agreements.
  • Monitor the insurance coverage of the IOM property (renewals, claims), including physical inventory of assets and equipment.
  • Monitor office maintenance, supplies, utilities, rent and invoicing.
  • Perform such other duties as may be assigned.
Required Qualifications and Experience
  • Bachelor’s degree, preferably in Accounting, Finance and/or Business Administration with minimum 4 years of work experience in the related field or, alternatively, an equivalent combination of relevant training and experience in accounting or financial management, accounting and budgeting,human resource management; 
  • High level of computer literacy; in particular, experience in computerized accounting systems and software
  • Knowledge of IPSAS and accrual accounting principles is an advantage;
  • Practical knowledge of the software and procedures used by IOM (SAP,
  • MiMOSA, iGATOR) is a distinct advantage;
Experience with the financial management and reporting of EU funded projects is an advantage;
Good knowledge of IOM’s mandate and programmes is an advantage.
Fluent English. Maltese and/or any other IOM official languages are considered as an advantage.
Required 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
  • Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM
  • Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
  • 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.
  • A prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.
How to apply:
Interested candidates are invited to submit their applications on IOM Personal History Form (enclosed) to iommalta@iom.int by November 30th, 2016 at the latest, referring to Reference Code VN 2016 - 41.
Only shortlisted candidates will be contacted.
Posting period:
From 16.11.2016 to 30.11.2016