Administrative and Finance Assistant

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is a Related Organization of the United Nations. It is recognized as the leading UN agency in the field of migration, working closely with governmental, intergovernmental, and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all, providing services and advice to governments and migrants. In Mozambique, IOM has developed a Community Resilience and Peacebuilding (CRP) portfolio aimed at strengthening communities' abilities to mitigate the negative effects of violent conflict. This portfolio includes activities that build social cohesion through support to civil society, income generation activities, community-led infrastructure upgrades, and assistance to the Government of Mozambique in implementing policies and strategies related to peace and stability. The organization operates across multiple communities and districts, necessitating significant operational support to achieve its objectives.

Job Overview:
The Administrative and Finance Assistant will play a crucial role in supporting the administration, finance, and operational activities of the Community Resilience and Peacebuilding (CRP) portfolio. This position is under the overall supervision of the Peacebuilding National Programme Manager and will involve close coordination with the Head of Sub Office and the Resources Management Unit. The successful candidate will directly report to the National Project Officer (CRP) in Pemba, Mozambique. The role requires a proactive approach to managing financial expenditures, monitoring budgets, and ensuring compliance with administrative procedures in line with the work-plan. The assistant will also be responsible for processing Purchase Requisition Forms (PRFs), liaising with the Procurement and Logistics unit, and maintaining effective tracking systems for project documentation and inventory. The position demands a high level of organization, attention to detail, and the ability to work collaboratively with various stakeholders.

Duties and Responsibilities:
The duties and responsibilities of the Administrative and Finance Assistant include:

• Supporting administrative, financial, and operational activities in collaboration with CRP Project Officers and the Finance and Logistics Office.
• Monitoring budget and financial expenditures of relevant portfolios, ensuring adherence to administrative procedures, and alerting the Programme Manager of any shortfalls or over-expenditures.
• Processing all Purchase Requisition Forms (PRFs), including submission for approval, tracking, and maintaining a tracking database.
• Liaising with the IOM Procurement and Logistics unit to ensure timely procurement of materials and transportation to field offices.
• Informing the Programme Manager of any deviations from the plan and proposing necessary adjustments.
• Coordinating with Human Resources and Finance Units to compile documentation related to staffing, recruitment, and time sheets.
• Maintaining an effective tracking system for CRP inventory and a filing system for project documents, letters, and memos.
• Performing other duties as assigned by the supervisor.

Required Qualifications:
The required qualifications for the Administrative and Finance Assistant position include:

• A high school diploma with five years of relevant experience; or a Bachelor’s degree in business administration or related fields from an accredited institution with three years of relevant professional experience.
• Proficiency in Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook; experience with SAP is a distinct advantage.
• Attention to detail and the ability to organize paperwork methodically.
• Prior work experience with international humanitarian organizations, non-governmental, or government institutions in a multicultural setting is advantageous.
• A good understanding of administration and project implementation, particularly in humanitarian emergency operations, including Community Resilience and Peacebuilding.

Educational Background:
The educational background required for this position includes either a high school diploma with five years of relevant experience or a Bachelor’s degree in business administration or related fields from an accredited institution, accompanied by three years of relevant professional experience. This educational foundation is essential to ensure that the candidate possesses the necessary knowledge and skills to effectively manage administrative and financial tasks within the CRP portfolio.

Experience:
Candidates should have a minimum of three years of relevant professional experience if they hold a Bachelor’s degree, or five years of relevant experience if they possess a high school diploma. Experience in administrative and financial roles, particularly within international humanitarian organizations, is highly valued. Familiarity with project implementation in a humanitarian context, especially in areas related to Community Resilience and Peacebuilding, is also important. Proficiency in Microsoft Office applications and experience with SAP will be considered an advantage.

Languages:
While the job description does not specify mandatory languages, proficiency in English is typically required for positions within international organizations like IOM. Knowledge of Portuguese, given the location in Mozambique, would be beneficial and considered a good to have skill, enhancing communication with local stakeholders and communities.

Additional Notes:
The position is likely to be full-time, although specific details regarding contract duration, seniority level, and compensation are not provided in the job description. The role may involve working in a multicultural environment, requiring the ability to collaborate effectively with colleagues from diverse backgrounds. The successful candidate will be expected to demonstrate personal commitment and integrity, as well as the ability to handle pressure and work independently under minimal supervision.