Job Title:

Admin/Finance Assistant

Duty Station

London, UK

Reports To:

Program Coordinator


27,494.04 (net but employee pays Primary NI and pension)

Type of Appointment

One year with possibility of extension

Estimated Start Date:


Closing Date:


As soon as possible


22nd January, 2016


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.


Under the direct supervision of the Resource Management Officer and overall guidance of the Chief of Mission, and in close collaboration with units at IOM UK and Administrative Centres in Headquarters, the incumbent will assist in the Admin/Finance department.

Responsibilities and Accountabilities:

  1. Preparing and making all payments to suppliers either by check or via the online bank system
  2. Enter payments, receipts and non-cash vouchers in the accounting system, SAP
  3. Assist in monthly closing procedures
  4. Ensures all supporting documentation and signatures are obtained before finalizing vouchers
  5. Maintain a filing system for vouchers
  6. Maintain the London petty cash account
  7. Assist in preparation of monthly / annual financial reports for the mission and donor reports as requested
  8. Maintaining the various project files and ensuring all necessary documents are filed
  9. Assist in preparation of project budget as requested
  10. Assist in ensuring all IOM UK expenses are coded correctly to the right accounts and projects before month end processing
  11. Assist in the month end closure ensuring relevant adjustments/expenses are prepared and correctly entered in the accounting package
  12. Responsible for the maintenance of the payables ledgers, ensuring all are settled in a timely manner and correct accounting entries are completed
  13. Monthly monitoring of all IOM UK managed budgets for assigned projects thereby identifying any over or under expenditures. Also ensure that charges made to the respective budgets are for activities funded under the respective project
  14. Ensure that strict Internal Controls are complied with and maintained in all aspects of the organisation, and suggest improvements to streamlining/efficiencies
  15. Bring to the attention of the supervisor any relevant financial and budgetary issues
  16. Cover for the Senior Administrative/Finance Assistant as and when required and perform other relevant duties as necessary
  17. Performs other related tasks as may be assigned


Creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA).

a.)Accepts and gives constructive criticism b.)Follows all relevant procedures, processes, and policies c.)Meets deadline, cost, and quality requirements for outputs d.)Monitors own work to correct errors e.)Takes responsibility for meeting commitments and for any shortcomings f.) Establishes and maintains effective working relationships with clients g.)Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries h.)Contributes to colleagues' learning i.) Demonstrates interest in improving relevant skills j.) Demonstrates interest in acquiring skills relevant to other functional areas and keeps abreast of developments in own professional area k.) Actively shares relevant information l.)Clearly communicates, and listens to feedback on, changing priorities and procedures m.)Writes clearly and effectively, adapting wording and style to the intended audience n.) Listens effectively and communicates clearly, adapting delivery to the audience o.) Presents goals as shared interests’ p.) Provides constructive feedback to colleagues’ q.) Provides fair, accurate, timely, and constructive staff evaluations and uses staff evaluations appropriately in recruitment and other relevant HR procedures r.) Identifies risks and makes contingency plans s.) Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation t.)Persistent, calm, and polite in the face of challenges and stress. Treats all colleagues with respect and dignity u.) Works effectively with people from different cultures by adapting to relevant cultural contexts v.) Knowledgeable about and promotes IOM core mandate and migration solutions w.) Understands applicability and limitation of technology and seeks to apply it to appropriate work

Required Qualifications and Experience:

·         Completed University degree from an accredited institution in Accounting or Business Administration and preferably studying towards an accounting certification

·         Five years of professional relevant work experience in finance, accounting and budgeting

·         Experience of using standard accounting packages

·         Experience in maintaining payables ledger

·         Ability to prepare clear and concise financial reports and understand financial data from accounting packages

·         Knowledge of IPSAS and SAP a distinct advantage


·         Fluency in English is required. Working knowledge of any other UN language an advantage. 

Method of Application:       

Please submit the completed personal history form (attached below, note it has several pages) with a cover letter not more than one page specifying the motivation for application to . Please note that the Post is subject to local recruitment. Only EU citizens or persons holding a valid residence or work permit for EU will be eligible for consideration.

Only shortlisted candidates will be contacted.

Closing Date: 22nd January, 2016