Program Assistant (Administration)

I. Position Information

SVN No: SVN/IOMSO/001/2015

Position title Program Assistant (Administration)

Position grade G4/01

Duty station Nairobi

Duration 6 months with a possibility of extension

Job family: Migration and Development

Organizational unit: MIDA

Reporting directly to :Senior Program Assistant

Overall supervision by: National Program Officer

II. Organizational Context and Scope

22 years of conflict have forced most of the Somalis who can to leave the country. Some of them end up as refugees in the neighboring countries and some in countries such as the United States, Canada, the United Kingdom, Norway, Sweden, Finland, among others. The result of the mass exodus is depleted institutions with no capacity to fulfill their mandates. Today, most Somali institutions can barely perform the most basic functions, let alone international best practice.

Cognizant of the importance of functioning institutions to future peace and stability in Somalia, IOM Somalia makes one of its core missions to assist the Somali Government to rebuild its state institutions. Since 2009, IOM has been working with government of authorities in all three regions through its Migration for Development in Africa (MIDA). MIDA is IOM’s primary diaspora recruitment mechanism to help rebuild Somalia. MIDA is in the process of recruiting more Somali diaspora to contribute to a new Somalia.

III. Responsibilities and Accountabilities

1. Prepare monthly payments for participants and ensuring they are paid on time based on the deliverables as per the contract
2. Review and verify all payments processed with IOM finance office
3. Prepare monthly projections and share with field finance staff
4. Assist in preparing PRF, PO’s, and MIDA periodic reports in coordination with MIDA team.
5. Assisting in reviewing presented invoice for payment process
6. Assist in technical and Administrative implementation of MIDA
7. Work in close coordination with the MIDA Team members in reviewing the MIDA participant reports
8. Assist the MIDA team with arranging conference, trainings and posting all MIDA TOR’s in coordination with the MIDA team
9. Develop and maintain an efficient filing system for the team
10. Assist in recruitment, selection, contracting, preparing of Letter of Invitation (LOI) and all the logistics involved in placing of MIDA participants on different assignments.
11. Act as a focal person for MIDA finance issues from the field team by following up on payment.
12. Assist in monitoring expenditure in coordination with Senior Program Assistant and National Officer
13. Prepare Travel authorisation and the logistics involved for all the team members travelling
14. Prepare and reconcile travel claims for all the team members and submit to finance for processing
15. Prepare Deeds of Donations and work closely with Common Services to get approval from the Legal Affairs department
16. Assist in managing the MIDA website
17. Assist in orientating new MIDA participants
18. Managing IHI BUPA insurance days
19. Perform other duties as maybe assigned from time to time

IV. Competencies

The incumbent is expected to demonstrate the following technical and behavioural competencies.

Behavioural

Works effectively in high-pressure, rapidly changing environments, b)manages constructive criticism, c) works effectively with all clients and stakeholders d) Proactively develops new ways to resolve problems e) Establishes and maintains effective relationships with implementing partners, f) plans work, anticipates risks, and sets goals within area of responsibility, g) Seeks input and feedback from others, h) Persistent, calm, and polite in the face of challenges and stress, i) Clearly communicates, and listens to feedback on, changing priorities and procedures, k) works with internal and external stakeholders to meet resource needs of IOM.

Technical

a) Organizes and documents work to allow for planned and unplanned handovers; b) Identifies risks and makes contingency plans; c) woks effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance MIDA objectives.

V. Education and Experience

1. A university degree in one of the following: Business Administration, Finance, Political, Social Science, International Relations, Law, Labour relations or alternatively an equivalent combination of relevant training and experience
2. Minimum 2 two years professional experience in finance or business administration.
3. Knowledge of Somalia and Somali government institutions, an advantage;
4. At least six months direct work experience in project management
5. Excellent operational, organizational and communication skills and the ability to work harmoniously with other colleagues from diverse backgrounds;
6. Proven experience in drafting reports, e-newsletters and general fundraising
7. Strong computer skills, specifically hands-on experience in usage of MS Office; MS Publisher, Access
8. Fluency in English. Somali language an added advantage

VII. Languages Required English and Somali Fluent