Senior Resources Management Associate (samoan Nationals Only)

Organizational Context

The Senior Resources Management Associate operates within IOM Samoa, under the overall supervision of the Chief of Mission and Sub-regional Coordinator for the South Pacific. Direct supervision comes from the Program Manager, IOM Samoa, with technical guidance from the Resource Management Officer, IOM Fiji. This role is crucial for managing all resources management functions within the IOM Samoa mission.

Job Purpose

The primary purpose of the Senior Resources Management Associate is to comprehensively manage and oversee all resources management functions within IOM Samoa. This involves ensuring the efficient and compliant execution of financial, procurement, human resources, and general administrative activities. The position contributes significantly to the operational effectiveness of the mission by maintaining robust financial controls, facilitating timely payments, managing assets, and supporting budget adherence. By providing essential administrative and financial oversight, the role ensures that IOM Samoa's operations are well-supported, compliant with organizational regulations, and contribute effectively to the mission's objectives in the South Pacific region. This includes monitoring financial transactions, preparing accurate reports, managing office assets, and overseeing procurement processes, all while adhering to IOM's financial regulations and guidelines. The role is critical in enabling the smooth functioning of the Country Office, safeguarding organizational resources, and supporting its programmatic goals through sound financial and administrative practices. It also involves contributing to institutional documents and participating in UN coordination efforts, enhancing the mission's overall operational resilience and external engagement.

Responsibilities

The Senior Resources Management Associate provides comprehensive support to the Resources Management Unit, encompassing financial, procurement, human resources, and administrative activities. Key financial duties include monitoring and reconciling financial transactions, processing payments to staff and suppliers, and maintaining accurate financial records using the IOM ERP System in line with regulations. The role assists with monitoring budget versus actual financials, reviewing payroll projectization, and managing imprest accounts. It contributes to the monthly accounts closure, prepares budgets, and compiles accounting, financial, statistical, and donor reports. Administratively, the associate maintains a robust filing system for RMU documents and paid vouchers, validates travel authorizations and expense claims, and provides general guidance on financial policies. Furthermore, the position assists with office asset inventory management and oversees procurement activities, including obtaining quotations, preparing evaluations, issuing purchase requisitions/orders, and ensuring timely delivery of goods/services. The role also involves liaising with regional and country offices, serving as an alternate Security Focal Point, contributing to institutional documents like the Business Continuity Plan and SOPs, and participating in UN coordination meetings and reporting exercises.

Work Experience

Required experience includes financial administration, encompassing financial management, accounting, and budgeting. Experience in human resources, procurement, and logistics is also necessary, along with proficiency in using an Enterprise Resource Planning (ERP) system. Experience working in an international organization and with UN reporting and data management systems is considered an advantage.

Skills

High computer literacy, strong MS Office proficiency (especially Excel); excellent written and oral communication; ability to work effectively with national and international institutions; clear, concise report preparation; sound judgment and discretion; understanding of Samoa’s tax exemption procedures; knowledge of vehicle management; strong teamwork, planning, coordination, and follow-up skills; ability to meet tight deadlines and problem-solve; strong intercultural communication. Knowledge of IPSAS and SAP is desirable.

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