Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 & External candidates are eligible to apply to this vacancy.

Background

The International Organization for Migration (IOM) is an inter-governmental organization committed to the principle that humane and orderly migration benefits migrants and society.

Under the overall supervision of the EU-IOM Joint Initiative for Migrant Protection and Reintegration Programme Coordinator and the direct supervision of the Partnership Officer, the successful candidate will be responsible for tracking all aspects of implementing partners’ grant activities, for maintaining the grant database and producing weekly, quarterly and any requested ad hoc programming reports. S/he will be responsible for supporting development and maintenance of the implementing partners (IP) activity database as a means of tracking each IP from start-up to close-out. In particular, he/she will:

Responsibilities and Accountabilities:

1. Support Partnership Officer in coordinating and tracking all aspects of approved IP activities in coordination with the Programme Unit based in Addis Ababa;
2. Support the review of the narrative components of all IP reports in line with the goals and strategic objectives of the programme; identify and highlight issues and recommend improvements.
3. Support Partnership Officer to develop, modify, update and maintain IP activity database as well as the Unit's procedures and processes to ensure that all hardcopy and electronic documents for all grants are complete, filed and in order. This includes supporting on the IP project closures process in cooperation with Programme staff;
4. Monitor the overall quality of documentation and the timely entry of all relevant information; all changes made to  records and  approvals in the IP activity database;
5. In line with the IPs Activity Cycle, liaise with concerned counterparts as needed to revise and update the information, including submission of grant, budget and grant amendments, if required;
6. Support Partnership Officer to develop, enhance and maintain systems of communication and data transfer with IPs and Programme focal points and maintain appropriate, program-wide standards of grant integrity, data collection and management, and information flow;
7. Ensure the activity database includes centralized financial tracking of all grants; liaise regularly and actively with financial, administrative and logistical and procurement units in order to further program objectives; monitor adherence to programme standards;
8. In coordination with programme focal points, monitor ongoing activities of the implementing partners; in coordination with the Programme Managers, facilitate the exchange of monitoring information with external partners as necessary to maintain appropriate visibility with grant activities;
9. Coordinate the collection and submission of partner activity notes for regular submission to joint initiative for inclusion in the activity database;
10. Support the admin/finance team with the overall control of expenditures, with a specific focus on commitments vs. disbursements. Make sure that all fund disbursements are properly coded, as per IOM's accountancy system. Support the regular reconciliation of activity database financial tracking with IOM's financial systems. Provide technical support to the implementation of the program's M&E plan, in particular mechanisms required to carry out the three levels of 'rolling analysis' - country, programme and project.
11. Participate in organization and facilitation of training on all related aspects of the IP project life cycle, writing process and database.
12. Perform such other duties as may be assigned

Education

• Bachelor’s Degree in Business Administration, Finance, Accounting, Management from an accredited academic institution with 4 years of relevant professional experience;

Experience

• Experience in community-based and/or small-grants programming desirable, particularly in the areas of livelihood, child protection, community projects, procurement and civil-society strengthening
• Experience in contracts, Implementing Partners and other legal processes;
• Knowledge of the United Nations Department of Safety and Security (UNDSS) protocols, and experience working in a phase III or above security environment;
• Proficiency in MS Office (Should be well acquainted with MS Excel in particular)
• Experience in graphic design, Power Point or other software to generate sophisticated reporting;
• Reporting and database experience required.

Languages

• Fluency in English and Amharic
• Knowledge of other local languages in Ethiopia is an advantage

Competencies

The incumbent is expected to demonstrate the following technical and behavioural competencies:

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
• Keeps clients informed of developments and setbacks

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

• Actively seeks new ways of improving programmes or services
• Expands responsibilities while maintaining existing ones
• Persuades others to consider new ideas
• Proactively develops new ways to resolve problems

Leadership and Negotiation

• Convinces others to share resources
• Actively identifies opportunities for and promotes organizational change
• Presents goals as shared interests
• Articulates vision to motivate colleagues and follows through with commitments

Performance Management

• Provides constructive feedback to colleagues
• Identifies ways for their staff to develop their abilities and careers
• Provides fair, accurate, timely, and constructive staff evaluations
• Uses staff evaluations appropriately in recruitment and other relevant HR procedures
• Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations

 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
• Adjusts priorities and plans to achieve goals
• Allocates appropriate times and resources for own work and that of team members

 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
• Effectively applies knowledge of migration issues within organizational context
• Correctly frames migration issues within their regional, global, and political context
• Persistent, calm, and polite in the face of challenges and stress
• 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

Resource Mobilization

• Establishes realistic resource requirements to meet IOM needs

Technical

• Establishes and maintains effective working relationships with implementing partners
• Plans operations within the context of IOM's global core mandates and responsibilities
• Identifies long-term trends and global political developments that can impact on the core mandates and their executions
• Drives the mobilization of resources to meet IOM mandates

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 verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.