Budget and Monitoring Assistant

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. 

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), UN Volunteers with at least twelve (12) months of continuous service in IOM, and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.

Organizational Context and Scope

Under the overall supervision of the Head of the Resources Management, the guidance of Compliance Officer and direct supervision of the Senior Budget Associate, in close coordination with IOM Regional Office in Brussels and relevant units within the Country Office in Greece, the successful candidate will be providing support on monitoring and reporting functions for the Country Office in Greece.

1. Regularly prepare financial analysis, monitoring and risk reports, including commitments and staff cost allocation for Project Managers, assisting them in budget monitoring and verification of expenses. 
2. Assist in the activation / revision of the projects in the ERP systems (WAVE) – ensuring that all new projects are being activated in PRIMA promptly and for revision/extension of existing projects are being updated in both  WAVE and PRIMA and liaise with relevant Manila Administrative Center Units.
3. Perform recording of expenses in WAVE system in compliance with IOM’s Financial Management Rules and Procedures and ensure that supporting documents and other requirements are gathered and complete according to the instructions.
4. Assist in the monthly clearing of unallocated expenses (Cost Center clearance).
5. Keep records of entries and assist in complete and proper archives.
6. Assist in providing of cost allocation (projectization) of common office expenses as per Financial 
Management Rules and using unit’s templates, as well as provide projectization and financial 
forecast to the supply management unit/s, in coordination with Project Managers.
7. Assist in preparation of monthly cost allocation (projectizations) and projection for all Mission 
staff, in coordination with Project Managers and HR with final approval of HoRM and CoM to ensure 
proper allocation within the projects and ensure the timeline is being followed.
8. Cooperate with HR colleagues to ensure that staff salaries are correctly allocated to projects 
consistent with IOM's projectization criteria.
9. Perform other related duties as may be assigned.
 

Required Qualifications and Experience

Education

• Bachelor’s degree (or equivalent or higher) in Business Administration, Finance, Management, Accounting or a related field from an accredited academic institution with at least two years of relevant professional experience; or

• High school degree/certificate with at least four years of relevant professional experience.

• Knowledge/ certification of IPSAS an advantage.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Flexible for relocation to Athens, if needed, and/or mobile to travel;

• Progressive experience in a similar function;

• Work experience with international humanitarian organizations, non-governmental or governmental institutions/organizations in a multi-cultural setting an advantage.

Skills

• Detail-oriented and a good track record;

• Proficient in a Microsoft Office environment, including extensive use of Microsoft;

• Knowledge of IOM accounting systems, PRISM-FI software and procedures a distinct advantage;

• Excel and comfort with learning new software and project reporting tools.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English and Greek (written and oral) is required

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Notes

Please refer to this link for guidance on IOM Job Category.

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, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies