Budget Assistant (G)

Job Description

Job Identification (Reference Number): 15882
Position Title: Budget Assistant (G)
Duty Station City: Geneva
Duty Station Country: Switzerland
Grade: G-6
Contract Type: Fixed-term (1 year with possibility of extension)
Recruiting Type: Professional
Vacancy Type: Vacancy Notice
Initial duration: 1 year with possibility of extension
Closing date: 24 July 2025

Introduction

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration.

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Context

The Budget Division is responsible for preparing the Organization’s annual Programme and Budget and related documents, provides advice on budgetary matters and establishes guidelines and procedures for preparing Country Offices and project budgets. The Budget Division provides guidance for ensuring that all institutional requirements are incorporated in budgets and prepares the assessment scale used to calculate Member States contributions to the Administrative Part of the Budget. In addition, the Budget Division ensures that all costs are appropriately budgeted to meet the objectives of the Organization’s activities within the limits of available resources.

Under the overall supervision of the Chief, Budget and direct supervision of the Budget Analyst, and working closely with the other members of the Budget Division, the Budget Assistant will assist in the preparation of the yearly Programme and Budget and other budget-related documents in particular in relation to the financial administration of the core budget.

Responsibilities

1. Assist the BUD Division team members in the preparation of budget related documents, including but not limited to the Annual Programme and Budget and its revision and summary update, by drafting the relevant tables, graphs, data and descriptive elements assigned.
2. Support the preparation on a regular basis internal monitoring reports and subsequently liaise with DHR to ensure that the core funded staffing structure is accurately reflected in the ERP.
3. Assist in closely monitoring the budget versus actual financial data in relation to the core budget allotments to HQ units and in the field and provide technical advice and input to facilitate the appropriate and coherent utilization of budget allocations.    
4. Provide technical budgetary support to facilitate compliance of core funded administrative activities with IOM rules, regulations, policies and strategies, and implementation of any relevant internal standard operating procedures (SOPs).  
5. Bring any relevant administrative, financial, and budgetary issues to the attention of the supervisor.
6. In coordination with the supervisor, create and maintain in the ERP the structure of the core funded projects for HQ.
7. Assist the supervisor and other BUD Division Team members in the preparation of the annual core budget allotments to individual units and/or missions, including periodic updates, whenever applicable.
8. Assist the BUD Team members in preparing documents, dashboards, presentations, charts, tables, and statistics, including through merging relevant information from large datasets, for analyses and preparation of budget related reports.
9. Prepare and review the monthly projectization of core funded positions at HQ including forecasts of resources allocation to facilitate decision-making regarding utilization of eventual savings.
10. Assist with the coordination process of contract extensions, vacancy notices, and travel authorizations.
11. Review the request of funding for the UN engagement related costs and upon coordination with the supervisor liaise with the requesting offices. Ensure regular monitoring of related budget execution.
12. Perform such other duties as may be assigned.

Qualifications

Education

• Bachelor’s degree in Business Administration or related fields from an accredited institution with four years of relevant professional experience; or,
• High school diploma with six years of relevant professional experience.

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

Experience

• At least four years (six years for high school diploma holders) of experience in accounting and finance;
• Experience in working in a multilateral system, preferably UN context, with deep familiarity of the UN system, its secretariat, agencies, funds, programmes and organizations; working also closely with international agencies, NGOs and other stakeholders, and governments;
• Experience in enterprise resource planning systems, Microsoft Office (Word, Excel, Outlook, etc.), and in integrated financial management information system (ERP) relevant to accounting and finance such as Oracle or similar; and,
• Experience of working in the field mission(s) is highly desirable.

Skills

• Knowledge of IOM financial management procedures and policies;
• Knowledge of IOM budget planning software;
• Excellent written and oral communication skills;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things; 
• High sense of responsibility and motivation;
• Proven track record to work independently and good planning and organizational skills;
• Proven capacity to establish and maintain effective partnerships and working relations internally and externally;
• Excellent communication skills, especially in a multilingual setting; advanced writing skills particularly important;
• Knowledge of IOM/UN regulations, policies and procedures;
• Proven ability to work effectively and harmoniously within a team of colleagues from varied cultures and professional backgrounds;
• Excellent analytical skills, ability to solve complex finance related problems and provide advice to mission finance staff and project managers on accounting matters; and,
• Tact and discretion in managing relationships.

Languages

For this position, fluency in English is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.

IOM’s official languages are English, French and Spanish. All staff members are required to be fluent in one of the the three languages.

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 Level 1

•  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

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations.  Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

Only candidates possessing the right of residence and right to work in Switzerland can be considered for this vacancy. Candidates for this vacancy will be considered to be locally recruited and will be eligible for allowances and benefits available to locally-recruited staff.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.

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.

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

Required Skills

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