National Admin/Finance Officer

VACANCY NOTICE
OPEN TO INTERNAL & EXTERNAL CANDIDATES
Title:
Location:
Duration:
Vacancy No
Grade:
Date:
Closing Date:
National Admin/Finance Officer
IOM-Kabul
6 Months with possibility of extension
VN-KBL-024/15
NOA
01- June- 2015
20- June -2015
Background:
The Government of Afghanistan’s (GoA) E-Taskira initiative is led by the Ministry of the
Interior, in collaboration with the Ministry for Communications and IT and the Ministry of
Finance.
The E-Taskira project is EU-funded with funds from USAID and Romania.
Under the supervision of the Project Manager (PM), the National Resource Management Officer
will be providing support to the E-Tazkira/E-NID project in terms of administration, finance,
human resources and logistics/procurement requirements.
Duties and Responsibilities:
1. Participate in improving internal controls systems, the efficiency and timely delivery of
financial services and other support services to the E-Tazkira programme;
2. Assist the PM in preparation of the donor reports on monthly and quarterly basis.
3. Responsible for monitoring and tracking the E-Tazkira budget.
4. Review various account transactions, payroll, travel claims, etc.;
5. Follow up of pending payments and receivables in main & sub offices.
6. Run the E-Tazkira project’s bookkeeping through the SAP/Prism software in line with
IOM’s accounting and financial rules and regulations. Maintain financial records and
monitoring system in order to record and reconcile payments, incomes, balances,
statements and other data.
7. Ensure that the appropriate Project Code and WBS determined by the PM is being used
on all procurement documents related to specific E-Tazkira activities, including but not
limited to Purchase Request/Order, Bid Analysis, Contracts, etc.
8. Review and seek approval from the PM of project financial data from a wide variety of
sources, verifying accuracy by checking sources and make necessary calculations and
adjustment if needed.
9. Oversee the preparation and processing of E-Tazkira project’s vouchers (payment, receipt
and non-cash) and other financial documentation/transactions such as they are proceed in
a correct and efficient manner;
IOM Kabul
Street No. 4, House No. 27, Ansari Square, Shahr-e-Naw, Kabul, Afghanistan.
Email: iomkabul@iom.int Internet: www.iom.int
10. Sign off on payment requests prior to payment is processed, certifying that the supporting
documentation attached is sufficient and following up on the documents/processes in case
the requirements are not followed.
11. Scrutinize all project payments, confirming that funding for that specific expenditure is
available and in line with the proposal/contract. Develop a comprehensive tracking tool
to record/track all payments related to the project.
12. Verify invoices and ascertain that the goods (equipment, supplies) or services they refer
to were duly received or provided before proceeding with payment request.
13. Review and ensure that the Daily Subsistence Allowance computation for official travel
is correct and accurate before releasing the funds.
14. Draft correspondence on budget-related issues and prepare updates, statistical summary
and accounting spread-sheet as well as narrative reports;
15. Provide technical assistance to the E-Tazkira project team. Undertake travel as required
to assist programme in training and workshop.
16. Perform any other duties as may be assigned.
IV. COMPETENCIES
The incumbent is expected to demonstrate the following technical and behavioural
competencies
Behavioural
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
 Establishes and maintains effective working relationships with clients
 Identifies and monitors changes in the needs of clients, including donors,
governments, and project beneficiaries
 Keeps clients informed of developments and setbacks
Continuous Learning
 Contributes to colleagues' learning
 Demonstrates interest in improving relevant skills
 Demonstrates interest in acquiring skills relevant to other functional areas
 Keeps abreast of developments in own professional area
Communication
 Actively shares relevant information
 Clearly communicates, and listens to feedback on, changing priorities and
procedures
 Writes clearly and effectively, adjusting wording to the intended audience
 Listens effectively and communicates clearly, adapting delivery to the
audience
Creativity and Initiative
 Actively seeks new ways of improving programmes or services
IOM Kabul
Street No. 4, House No. 27, Ansari Square, Shahr-e-Naw, Kabul, Afghanistan.
Email: iomkabul@iom.int Internet: www.iom.int



Expands responsibilities while maintaining existing ones
Persuades others to consider new ideas
Proactively develops new ways to resolve problems
Leadership and Negotiation
 Provides a level of seniority and maturity to the Resource Management Team
 Actively identifies opportunities for and promotes organizational change
 Presents goals as shared interests
 Articulates vision to motivate colleagues and follows through with
commitments
Performance Management
 Provides constructive feedback to colleagues
 Identifies ways for their staff to develop their abilities and careers
 Provides fair, accurate, timely, and constructive staff evaluations
 Uses staff evaluations appropriately in recruitment and other relevant HR
procedures
 Holds directly reporting managers accountable for providing fair, accurate,
timely, and constructive staff evaluations
Planning and Organizing
 Sets clear and achievable goals consistent with agreed priorities for self and
others
 Identifies priority activities and assignments for self and others
 Organizes and documents work to allow for planned and unplanned
handovers
 Identifies risks and makes contingency plans
 Adjusts priorities and plans to achieve goals
 Allocates appropriate times and resources for own work and that of team
members
Professionalism
 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
 Advocates incorporation of financial considerations into processes and
procedures
 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 credit where credit is due
IOM Kabul
Street No. 4, House No. 27, Ansari Square, Shahr-e-Naw, Kabul, Afghanistan.
Email: iomkabul@iom.int Internet: www.iom.int




Seeks input and feedback from others
Delegates tasks and responsibilities as appropriate
Actively supports and implements final group decisions
Takes joint responsibility for team's work
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



Takes responsibility and manages constructive criticism;
Plans work, anticipates risks, and sets goals within areas of responsibility;
Delivers on set objectives under pressure and/or hardship situations;
V. EDUCATION AND EXPERIENCE







Complete university degree from an accredited academic institution, with
background working experience in Administration, Finance and/or
Logistics/Procurement.
At least 4 years of experience in relevant or higher position.
Previous working experience in other international organizations (IOM, UN
common system etc.) is an advantage.
Effective organizational skills and ability to establish priorities and plans,
ability to work under pressure and cope with deadlines.
Sound knowledge of financial and administrative management and effective
resource management skills.
Good written and spoken communications skills, good interpersonal skills,
ability to work in a multi-cultural environment.
Good knowledge of MS Office applications .e.g. Excel, Word, Outlook, etc.
VI. LANGUAGES
Required
Thorough knowledge of English, Dari
and Pashtu
Method of Application:
Interested applicants are invited to send curriculum vitae by e-mail to the IOM Kabul
Administration, applications4@iom.int and KBLETV@iom.int .by 20 June, 2015 latest,
referring to this advertisement quoting the above vacancy notice number. Candidates holding
IOM contract should submit the internal application form.
Male & Female
IOM Kabul
Street No. 4, House No. 27, Ansari Square, Shahr-e-Naw, Kabul, Afghanistan.
Email: iomkabul@iom.int Internet: www.iom.int