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Organizational Context and Scope
Under the direct supervision of the National Resources Management Officer (NRMO) in IOM Ottawa, and the overall supervision of the Head of Office in IOM Ottawa, the Senior Resources Management Associate (SRMA) will provide support and advice on local administrative functions (HR, Finance, Procurement, IT, etc.) related issues in IOM Ottawa, and support in supervising Resource Management staff. The SRMA will also contribute to IOM Ottawa’s program coordination and liaison role with the Immigration, Refugees, and Citizenship Canada (IRCC).
Responsibilities and Accountabilities
1. Provide overall daily support to the Resources Management Unit (RMU) in financial, procurement, human resources, and other administrative activities; Guide and supervise directly-reporting staff in RMU.
2. Monitor, process, and reconcile financial transactions and payments to staff and suppliers in a timely manner, maintain financial records using the IOM Enterprise Resource Planning (ERP) System in line with IOM financial regulations; Review validity checks on monthly payroll projectization results of the office; Prepare the monthly payroll.
3. Contribute to the monitoring and analysis of variances between budget values and actual expenditures for the operational activities of IOM Ottawa; Prepare annual budget submissions package and donor budgets for IOM Ottawa.
4. Assist in coordinating and monitoring of the Human Resources management functions in the mission in accordance with the organization’s policies, procedures, and practices.
5. Participate in the evaluation of staffing needs in the office, and coordinate recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Post Descriptions, drafting and posting vacancies, screening and shortlisting applications, drafting interview protocols, preparing and administrating written tests, taking part in interview panels as assigned, drafting candidates’ assessment forms, conducting reference checks, preparing job offers, etc.
6. Carry-out, coordinate, and monitor a wide range of Human Resource actions, including but not limited to, preparation of documentation for separation, classifications, reclassification, promotion, disciplinary cases, and liaise and coordinate with the Regional Office or Administrative Centers as appropriate.
7. Oversee various filing systems for HR, Procurement, and Finance processes and ensure that all documents including paid vouchers are properly filed and updated;
8. Validate that all Travel Authorizations are duly completed before staff are authorized to travel, and validate that all TAs and expense claims are duly completed, and all supporting documents are attached prior to dispatch for computation and reimbursement;
9. Oversee procurement activities including obtaining quotations, preparing evaluations and recommendations, issuing Purchase Requisitions (PR) Purchase Orders (PO) or Service Agreements (SA) and delivery of goods/services in accordance with IOM procurement guidelines;
10. Assist in providing guidance to RMOs and OPS Officers in other IOM Offices on requirements, exigencies, and opportunities related to Canada’s resettlement program and other IRCC funding. Deliver relevant trainings to IOM colleagues in various IOM Offices on IRCC agreements and program requirements. Prepare and update training materials if needed.
11. Contribute to the preparation of budgets and donor financial reports for Canada resettlement program implemented in multiple IOM locations. Request and analyze reports for financial monitoring. Verify IRCC project expenditures and make general recommendations to concerned offices;
12. Assist in liaising with IRCC auditors regarding IOM contribution agreements and other funding and provide clarifications on IOM regulations and practices. Input and submit IRCC financial claims and agreements in the Grants and Contribution System (GCS)
13. Liaise and coordinate with relevant units at HQs, Admin Centers, and external counterparts as needed on resource management issues related to relevant projects and internal administration as required; and,
14. Perform other duties as may be assigned by National Resources Management Officer or Head of Office.
Required Qualifications and Experience
Education
- Bachelor’s degree in Business Administration, Finance, Accounting, or related field with at least five years or relevant professional experience; or
- High school diploma with seven years of relevant professional experience
Experience
- Prior experience working in a multilateral system, preferably UN context
- Thorough knowledge of all Microsoft Applications, including Excel and Word
- Knowledge of IPSAS (International Public Sector Accounting Standards)
- Knowledge of PRISM and IOM policies and best-practices
- Knowledge of Canadian Resettlement Program
- Experience in liaising with governmental entities
Skills
- High level of computer literacy, good knowledge of MS Office, in particular in Excel;
- Excellent oral and written communication skills;
- Ability to work with national and international institutions;
- Ability to prepare clear and concise reports;
- Demonstrated ability to exercise sound judgment;
- Knowledge of SAP highly desirable.
Required languages
English (required), French (advantageous).
Competencies
The successful candidate 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.
- Resource Mobilization – Establishes realistic resource requirements to meet IOM needs
Core Competencies
- 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.
Managerial Competencies
- Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
- Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
- Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.
Notes
IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity .
IOM Ottawa offers nine-month Special Short-Term Contracts, with possibility of extension, for as long as funding is available.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, as well as security clearance.
Application: To apply, please submit a résumé no longer than 3 pages, and a Cover Letter.
Job Types: Full-time, Fixed term contract
Contract length: 9 months
Salary: $68,630.00 per year
Benefits:
- Dental care
- Extended health care
- Paid time off
- Vision care
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Application deadline: 2022-06-12
Expected start date: 2022-07-01
