Vacancy Announcement (SVNMM098)

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1 Vacancy Announcement (SVNMM098) The International Organization for Migration (IOM) office in Yangon, a Geneva based international organization with over 150 offices world wide, is seeking qualified professionals to join the IOM offices in Kalay and Hakha Townships, Chin State, Myanmar. VA No. Position Title No. of position Duty Station VA/15/178 Admin and Finance Assistant 1 Kalay Township, Chin State VA/15/179 Logistics and Procurement Assistant 1 Kalay Township, Chin State VA/15/180 Field Assistant 2 Hakha Township, Chin State VA/15/181 Field Assistant 2 Kalay Township, Chin State *Remark: Above vacancies are for the special short term contracts.* Interested candidates are invited to submit an application letter and an updated CV with a maximum length of 3 pages including names and contact details of 3 referees (copies of certificates and further documents are not required at this stage) to below address; International Organization for Migration (IOM) Mission in Myanmar Yangon Office 318 A, Ahlone Road, Dagon Township, Yangon, Myanmar Tel Land Line : , ~2 Tel CDMA : , Fax : (Ext: 5010) Application deadline: 22 December 2015 (Tuesday). Note that the cover letter should clearly state the title of the position that is applied for. Only short listed candidates will be contacted. IOM Mission in Myanmar Yangon 318 A, Ahlone Road, Dagon Township, Yangon, Myanmar E mail: Website: Tel: Fax extension 5010

2 TERMS OF REFERENCE I. POSITION INFORMATION Vacancy Announcement Position title Position grade Duty station Seniority band: Job family: Organizational unit: Position number Position rated Subject to rotation Reporting directly to Overall supervision by Managerial responsibility 1 Directly reporting staff Cleaner SVN (internal and external) Admin and Finance Assistant Kalay Township, Chin State IV Finance Resource Management Unit TBA No No Head of Sub office Chief of Mission II. ORGANIZATIONAL CONTEXT AND SCOPE The international Organization for Migration is an intergovernmental organization established in 1951 and IOM has been operating in Myanmar since 2005, working on complex emergencies, providing humanitarian relief, and building capacity of the Government. Operating through its Head office in Yangon and seven field offices, IOM s programs focus on disaster risk management, emergency preparedness and response, counter trafficking in persons, assisted voluntary return, migration and border management, and integration. IOM is committed to the principle that safe and orderly migration is a benefit to migrants and society, and is essential for achievement of the Millennium Development Goals. As a global intergovernmental organization, IOM supports governments to effectively manage the various challenges related to migration, and also provides assistance to migrants. In the health sector, this involves acting as a technical agency to address national priorities and as an implementing agency which partners with government, communities, and other agencies to strengthen health systems to meet the needs of hard to reach mobile populations, migrants, and their local host communities. III. RESPONSIBILITIES AND ACCOUNTABILITIES Under the direct supervision of Head of Sub office, technical support from Yangon Resources Management Unit and in close coordination with Preparedness and Emergency Unit, the Admin and Finance Assistant will carry out the following duties and 1

3 responsibilities. 1. Verify all financial transactions; documentation, filing and recording are administered in accordance with IOM rules, regulations, policies and guidelines as well as the donors. 2. Provided general financial support to the supervisor in day to day implementation for all aspects of financial related to the project activities. 3. Handle the petty cash account of the sub office, execute cash payments and check all payment requests/invoices to ensure that the supporting documents and other requirements are complete; follow up with respective staffs in case of incomplete submissions prior to settlement /payment. 4. Ensure the field level payment in accordance with IOM internal control and donor guidelines and assist to the supervisor to ensure sufficient level of cash in sub office at all times. 5. Ascertain that the equipment, supplies or services they refer to were duly received or provided before proceeding with payment request. 6. Compute the staff travel allowance (DSA) as per IOM internal rules and make payment to the staff for their travel advances/ claims ensuring that the approval signatures and all necessary documents are completed. 7. Assist in monitoring the staff cash advance outstanding and remind the staff to make clearing it as soon as possible especially on month end. 8. Maintain manual cash book and perform daily/weekly/monthly cash count with the supervisor at the office. 9. Assist to send weekly financial report together with all vouchers to Yangon Office to update into the PRISM system. 10. Assist in preparation of monthly funding requests in time, coordination with other concerned units (Preparedness and Emergency and Logistics Units). 11. Monitor attendance records as well as annual and sick leave records for all staff in the mission, using computerized template provided by Yangon and in hard copy. 12. Assist in coordinating the employee Entry on Duty Medical Examination and Medically Fit Certificates, as well as for inclusion in the appropriate medical coverage plan. 13. Arrange interviews to select candidates following interview as per HR guidelines of IOM. 14. Provide advice and support on HR related matters regarding to new staff orientation. 15. Perform other duties as may be assigned. IV. COMPETENCIES The incumbent is expected to demonstrate the following technical and behavioural competencies 2

4 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 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, adapting wording and style to the intended audience Listens effectively and communicates clearly, adapting delivery to the audience Creativity and Initiative Proactively develops new ways to resolve problems Leadership and Negotiation Convinces others to share resources Presents goals as shared interests Performance Management Provides constructive feedback to colleagues Provides fair, accurate, timely, and constructive staff evaluations Uses staff evaluations appropriately in recruitment and other relevant HR procedures 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 Professionalism 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 3

5 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 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 Technical Effectively applies knowledge of relevant financial discipline Develops / follows internal control procedures to prevent fraud and mismanagement Knowledge of Microsoft Office's software package V. EDUCATION AND EXPERIENCE Myanmar national University degree in Accounting/Finance/Business Administration or other related field Minimum of 4 years experience in finance and administrative support roles. Work experience with international humanitarian organizations, non government or government institutions/organization in a multi cultural setting is an advantage Must have a client oriented and result oriented mind set, and uphold the programme values of caring, innovating, partnering, demonstrating competence, and working for positive change. VI. LANGUAGES Required Proficiency in spoken and written Myanmar and English required Advantageous Local residents from Chin State are encouraged to apply 4

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