Job Description

Open to Internal and External Candidates

Position: Grants Compliance Assistant
Organizational Unit: PDPSU (Project Development and Program Support Unit)
Duty Station: Yemen, Aden
IOM Classification: M 5
Type of Appointment: Third Party Contracted (TPC) MPH Monthly Contract, 6 Months (With a possibility of renewal)
CFCV No. : CFCV2024.012
Estimated Start Date : As soon as possible
Closing Date : Tuesday, 19th March 2024

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.

Organizational Context and Scope:

Working under the direct supervision of the Senior Grants Compliance Assistant in the Programme Support (PDPS) Unit, Aden, the successful candidate will assist the coordination and contribute to the implementation of grant policies and procedures in compliance with established accounting standards, IOM’s and donors’ rules and regulations, and legal requirements to support high-quality programme implementation:

Core Functions / Responsibilities:

1.    Assist in the review and assessment of implementing partner proposals, work plans and budgets to ensure they are in line with intended scope and targets and cost efficient.
2.    Assist in preparing implementing partners agreements, ensuring focusing on adherence to standard templates, regulations, and accurate reflection of timelines, deliverables, and payment schedules.
3.    Participate in the grants process, which involves engaging in due diligence, prequalification, and the call for proposal process according to established procedures and guidelines.
4.    Contribute to capacity building efforts of implementing partners through various support mechanisms as directed by the supervisor.
5.    Monitor deliverable schedules of implementing partners, IOM payment schedules and facilitating follow-ups to ensure compliance with established deadlines.
6.    Support the implementing partners to report as per grant requirements and use preferred reporting templates to
ensure data quality, accuracy, consistency and completeness, and compliance with IOM and donors’ standards.
7.    Support in reviewing narrative and financial reports; verify the validation of supporting documentation before the processing of financial transactions to ensure the accuracy and completeness of all required documents and the presence of authorizations, aligning with IOM and donor requirements and compliance standards.
8.    Assist to coordinate and attend meetings with implementing partners and other stakeholders, providing inputs if needed and taking detailed notes of points made.
9.    Follow up with partners regarding the revision of reports and addressing feedback provided by IOM departments as necessary.
10.    Follow up resources management units regarding payments processes of implementing partners and keep payments tracker updated.
11.    Conduct field visits to monitor partners' activities, conduct spot checks, and monitor partners' adherence to policies and regulations through ongoing assessment and evaluation.
12.    Update and monitor the grants matrix and participate in the development of grant tools under the guidance of the supervisor.
13.    Provide implementing partners with information on IOM guidelines and address any inquiries related to partnerships as needed.
14.    Maintain a database of grant documentation, implementing partner deliverables, and supporting documentation.
15.    Undertake duty travel as required.
16.    Perform other duties as assigned.

Required Qualifications and Experience

Education:

University degree in business, finance, accountancy, or a related fields with three (3) years of related professional experience, or
High School diploma with five (5) years of related professional experience.

Experience:

• Minimum 3 years of experience in grants management, preferably with a UN agency or NGO;
• Experience in resource management, accounting or finance, preferably with a UN agency or NGO;
• Experience in assessments, reporting and analysis.
• Experience in organization and communication with diverse stakeholders and partners;
• Experience in MEAL and IM is an advantage.

Skills:

• Ability to pay close attention to details and work with minimal supervision;
• Excellent computer skills especially MS Office and PowerBi;
• Excellent communication and negotiation skills, strong interpersonal skills;
• Ability to work effectively and harmoniously within a team.
• Possessing excellent knowledge of the project life cycle.

LANGUAGES
 
For all applicants, fluency in Arabic, English is required (oral and written).

Required Competencies

Core Competencies – behavioural indicators level 1

Accountability

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

• 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;
• 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;
• Develops strategic vision for IOM within area of responsibility;
• 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;
• 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 Management

• Establishes realistic resource requirements to meet IOM needs;
• Builds stable strategic alliances with relevant parties;
• Identifies sources of and secures funding from external stakeholders to meet the needs of IOM.. 

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.

Other

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• Only candidates residing in the country of the duty station within commuting distance of the duty station will be considered.
• Appointment will be subject to certification that the candidate is medically fit for appointment, national of the country with automatic right to live and work in the country, and security clearances.
• Females with the above qualifications are encouraged to apply.As part of the application process, all candidates, regardless of the type or duration of the contract, must disclose any known relative who works for IOM or is engaged with IOM in any capacity.
• Non-compliance with the relative disclosure requirement can constitute a basis for withdrawal of offer of employment, or if the employment has begun, terminating the employment contract and/or disciplinary action.