Старший/а Асистент/ка з Контролю Партнера Виконавця / Senior Implementing Partner Controlling (IPC) Assistant – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Position Title: Senior Implementing Partner Controlling (IPC) Assistant
Duty Station: Dnipro, Ukraine
Classification: General Service Staff, Grade G6
Type of Appointment: Special Short-Term, Nine months with the possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 16 October 2023 

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Chief of Mission and the Senior Resource Management Officer and the direct supervision of the Resource Management Officer in Dnipro, the successful candidate will be responsible and accountable for the conduction of expenditures verification provided by the Implementing Partners (IPs). S/he will supervise the Implementing Partner Controlling (IPC) team.

Core Functions / Responsibilities:

1. Overall duties:
2. Ensure that the provisions from Special Conditions are applied by the IPs.
3. Create a common reporting framework for all the implementing partners and ensure that changes are applied.
4. Provide support for the external and internal IOM auditing.
5. Provide recommendations for the type of supporting documents following the cost claims.
6. Assist with the preparation, Due diligence Assessment, IPSCm printing and filing of the approved drafts of the final financial IP audit report. Provide the IP with capacity building, to ensure that can achieve the goals and deliver the objectives of Agreement,
7. Participate in internal capacity development in order to help   IP achieve the goals and deliver the objectives.
8. Financial verification of Implementing Partner expenditures duties:

• Assist with reviewing the Financial Report by counterchecking the data with the certified physical and electronic copies, as well as that all the supporting documents (memo’s, vouchers, timesheets, purchase orders e.t.c.) are eligible for the Action.
• Review all data and ensure that are included in the proper eligible period & recorded in the appropriate budget heading and budget code.
• Verify all data are in reconciliation with the applicable tax and social legislation considering the Partner’s privileges and immunities
• Verify the accuracy and reliability of all calculation and recalculation performed by the IP.

Specifically:

1. Verify personnel costs- salaries, social security contributions, staff insurance costs, time management, as well as other statutory costs included in the remuneration and required by the Ukrainian Government for national partners.
2. Verify office costs- such as travel costs, rent, utilities, communications, office supplies, etc.
3. Verify operational costs – such as transportation expenses, financial support to beneficiaries, cost of infrastructure in the field, trainings, as well as expenditures following the approved IP budget.
4. Verify subcontracting costs such us obtaining from the IP list of costs are declared in the category Subcontracting and confirm that the total amount resulting from the list of items corresponds to the amount declared in the financial statement(s).
5. Procurement procedures- ensure that supporting documentations proves that the procurement procedures set in IP Agreement are followed. Review the internal procurement procedure of IP to confirm that the procedure has been correctly applied when selecting the supplier for the sampled good or service.
6. Assets- ensure that the updated asset list in relation to the procurements subject to the IP Agreement is provided monthly.
7. Payment processing to the IPs
8. In coordination with the supervisor, set milestones for the disbursement of fund based on IP timeline for the implementation of the activities.
9. Ensure that the funding disbursement to the IPs are in accordance with set contractual obligations.
10. Draft the financial report for a specific implementation period, as indicated in the signed Agreement.
11. Prepare the Budget Monitoring concerning the up-to-date budget consumption, instalments performed, up to date percentage of time spending consumption etc.
12. Coordinate the preparation of invoices, payment requests and goods receipt in accordance with the Financial Terms of the Project Implementation Agreement in order to process the payment to IPs.
13. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree (or equivalent or higher) in Business Administration, Accounting, Finance, or a related field from an accredited academic institution with four years of relevant professional experience; or
• High school degree/certificate with six years of relevant professional experience.
• Professional certification as a chartered accountant or certified public accountant is an asset but is not required.

Experience

• Experience in a similar function progressively. 
• Experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting an advantage. 
• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis; and,
• Proficient in a Microsoft Office environment, including extensive use of Microsoft Excel and comfort with learning new software and project reporting tools.
• Proficient in a Microsoft Office environment, including extensive use of Microsoft
• Excel, Word, PowerPoint, use of database applications and statistical analysis tools, and comfort with learning new software and project reporting tools.
• Knowledge / certification of IPSAS an advantage.
• Knowledge of IOM accounting systems, PRISM-FI software and procedures a distinct advantage.
• Knowledge of financial rules and regulations.
• Knowledge of International Public Sector Accounting Standards (IPSAS)

Languages

Fluency in English, Ukrainian is required.

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

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains 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.

Core Competencies – behavioural indicators

• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and security clearances.

A prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications filling in the IOM Personal History Form and sending to [email protected] by 16 October 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 03.10.2023 to 16.10.2023