Senior Project Administrative Assistant Job in Kenya

Job Purpose

Under the overall supervision of Durable Solutions Consortium
Coordinator and the the direct supervision of the National Project Manager
(Durable Solutions), the Senior Project Administrative Assistant will
assist in implementing and monitoring all logistical, administrative and
financial aspects of the Danwadaag Consortium Leading Team.

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

Core Functions /
Responsibilities:

Provide specialized administrative and financial support to
the DS Unit, implementing partners and service providers in all DS project
sites;

Process requests for payments ensuring all supporting
documentation and signatures according to established approval standards
are obtained before payment is made.

Regularly monitor and review budget lines to ensure that all
active projects are utilizing the correct budget lines and maintain a
finance tracker of DS projects to monitor burn rates, ensuring accuracy of
staff, office, and operations expenditures, and provide the DS Coordinator
and Project Mangers with monthly project budget reports.


Follow up on timely disbursements of funding to implementing
partners as per contract/agreements and control utilization against
budget, maintaining electronic and hard copy filing systems, and support
re-organizing the filing system as needed;

Monitor the use of existing resources such as
assets/inventory items, office/guesthouse facilities, motor vehicle fleet,
etc., estimate new requirements aiming at efficiency, cost-effectiveness
and timeliness of operations and services;

Provide administrative and logistical planning support to
staff and partners regarding duty travel, travel authorizations, security
clearance, accommodation, and expense claims;

Travel to field sites to carry out internal auditing
exercises and to support the administrative, financial, and procurement
dimensions of the project implementation process; implementation process;

Assist in the development of annual administrative plans,
contribute to longer term strategies and improvements to administrative
policies, systems and procedures in compliance with IOM policies,
standards, regulations and processes; Review Administrative Standard
Operating Procedures (SOP) for consistency with the changing environment
and adjust/recommend revisions as necessary;

Design and update templates for financial tracking tools
related to operational expenses, staff expenses (salary and DSA),
consultant expenses (including travel), and office costs associated with
all active projects and programs;

Contribute to the budgetary design for project proposals and
fund-raising initiatives to support Durable Solutions and Community
Stabilization Programs for the IOM Somalia Mission;

Perform any other relevant tasks assigned by the DS
Coordinator.

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 four years of relevant professional experience;
or

High School Degree in the above fields with minimum six years
of relevant professional experience.

Experience

Professional experience in financial administration, control
procedures, and procurement process;

Experience working in respective programme/project preferably
at field level, in emergency and conflict environments;

Effective coordination with project staff and other units
within organization, implementing partners, and other relevant parties;
Experience working with accounting and procurement system, an advantage;

Experience in IOM administrative and financial management,
budget monitoring, cash management 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;

Proficient in Microsoft Office applications e.g. Word, Excel,
PowerPoint, E-mail, Outlook;

Attention to detail, ability to organize paperwork in a
methodical way;

Discreet, details and clients-oriented, patient and
willingness to learn new things; and,

Prior work experience with international humanitarian
organizations, non-government or government institutions/organization in a
multi-cultural setting is an advantage.

Languages

For all applicants, fluency in English and Somali is required
(oral and written).

How To Apply

If you are interested,
please submit your CV and Cover Letter via email with the subject of the
position title and VN number to recruitmentsomalia@iom.int before
the closing date.

No Fees: IOM
does not charge a fee at any stage of its recruitment process (application,
interview, processing, training, or other fee

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