RRF Project Assistant - Cash-Based Intervention (CBI) at International Organization for Migration - IOM

SVN No. : SVN2023.77

Context

• Established in 1951, IOM is a Related Organization of the United Nations. As the leading UN agency in the field of migration, it 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.
• Nigeria has witnessed an increase in violence since the beginning of 2015, causing a major humanitarian crisis. IOM and the Humanitarian community have expanded their scope of intervention beyond Maiduguri itself, to the entire North East and North West, into priority satellite sites where IOM staff are delivering humanitarian and development support to displaced populations and host communities.
• Under the direct supervision of the program manager and technical guidance of the Livelihood Programme Manager, the Project Assistant will assist in implementing, monitoring, and coordinating Cash Based Assistant implementing partners’ logistical, administrative, and financial aspects of CBI programs.

Core Functions / Responsibilities

• Serve as the focal point and liaise with a relevant implementing partner (IP) in Nigeria Office on logistical, administrative, and financial matters in support of CBI Programme/Project activities and ensure that all procedures are coordinated within Mission.
• Assist in process and following up on the financial aspect of the program/project, covering initial verifications of related documents/invoices, obtaining necessary approval/clearance, initiating payment requests to Finance unit, following up on administrative actions, and ensuring all relevant matters are timely and efficiently processed and paid.
• Keep track of the operational cash advances and coordinate with Finance and Procurement Unit to ensure a timely process. Work and follow up on the procurement plan to guide the CBI procurement processes (where applicable)
• Provide adequate support in the preparation of Purchase Requests (PR) along with necessary follow-ups. Maintain close cooperation with all partners, applying quality control to all aspects of the various projects’ implementation, ensuring maximum donor/partner visibility. Maintain coordination with and record-keeping of the service providers, their documents, contracts, renewal of contracts, and timely payment.
• Assist in procurement and logistical arrangements of equipment/supplies/services for the program activities in coordination with relevant units and in compliance with IOM procedures. This includes: collecting/compiling necessary documentation for tenders (scope of works, specifications, request for quotations, and checking); Follow up on the procurement process and documentation; Step by step from the acquisition stage, system inputs, up to the delivery of goods/services, and release of payment.
• Ensure all documents related to CBIs are complete, archived, in order, and updated for filing. Do the routine monthly checking of the completeness of pipeline documents filing which covers pipeline requests, assessment reports, distribution reports, waybill and packing lists, PRF, PO, Sample test reports, withdrawal requests, SRFs, and other related documents.
• Set up and maintain internal database, and filing system, store and manage data and information relevant to the scope of program/project activities.
• Assist the manager in compiling and filing project documentation, including financial documents, donor reports, etc. Assist in implementing project/program activities, including organizing meetings, workshops, training, conferences, etc.
• Coordinate cash disbursement to entitled payees related to project activities, ensuring that payment is made only against proper authorized documents/vouchers and file-related means of verification.
• Perform any other general administrative duties assigned by the managers.

Required Qualifications and Experience
Education:

• Bachelor’s Degree in Business Administration, Finance, Economy Management, Social Science, or a related field from an accredited academic institution with three years of relevant professional experience; or
• High School Degree in the above fields with a minimum of five years of relevant professional experience.

Experience:

• Professional experience in financial administration, control procedures, and procurement processes.
• Experience working in respective programme/project preferably at the field level, in emergency and conflict environments.
• Effective coordination with project staff and other units within the organization, implementing partners, and other relevant parties.
• Experience working with accounting and procurement systems, an advantage.
• Experience in IOM administrative and financial management, budget monitoring, cash management, Cash Base Intervention,
• and internal control procedures, an advantage.
• Experience working in an international organization and knowledge of the UN is essential.

Skills:

• Good, communication, reporting, and negotiation skills;
• Excellent monitoring skill; Managerial Skill; Organizational Skill; Accuracy.
• Ability to work with limited supervision.
• Ability to multi-task and delivers on set objectives and timelines in hardship situations;
• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis.

Languages:

• For all applicants, fluency in English (oral and written) and any other northern Nigeria Language (oral) is required.

Desirable:

• Previous experience in humanitarian work

Competencies:
The incumbent is expected to demonstrate the following values and competencies:

• Values - All IOM staff members must abide by and demonstrate these five values:
• Inclusion and respect for diversity: Respect and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintain high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, and makes people feel safe, respected, and fairly treated.

Core Competencies - Behavioural Indicators – Level 1

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Other

• Only candidates residing in the country of the duty station and within commuting distance of the duty station will be considered.
• An appointment will be subject to certification that the candidate is medically fit for appointment, confirmation of all documents, and security clearances.
• The appointment is subject to funding confirmation.
• Women with the above qualifications are encouraged to apply.