CON:Pooled Funding & Joint Programmes – Admin & Fin Reporting Guidelines At International Organization for Migration

Position Title: CON:Pooled Funding & Joint Programmes – Admin & Fin Reporting Guidelines

Duty Station: Home based

Classification: Consultant, Grade Other

Type of Appointment: Consultant, seven months

Estimated Start Date: As soon as possible

Closing Date: 08 March 2022

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.

Context:

Nature of the Consultancy

Development of guidance documents and conducting related works and activities focused on United Nations (UN) pooled funding and joint programmes.

Project Context and Scope

The consultant will serve as a contributor to the implementation of the IOM internal initiative entitled: “Strengthening IOM’s financial and managerial expertise in accessing and administering UN-funded and joint UN programmes” (the “Initiative”). The Finance and Accounting Division of IOM in collaboration with IOM New York and other IOM Organizational Units aims to strengthen IOM’s institutional capacity for accessing, managing and administering UN-funded and joint programmes.

Objective: IOM wishes to improve internal capacities for financial management and accountability of UN-administered funds, pooled and joint programming. This includes aligning IOM internal policies and processes with the new UNSDG Joint Programming Guidance. The consultant will provide technical expertise and support to the initiative to strengthen IOM’s financial and managerial capacities in administering UN joint programmes and jointly implemented activities.

Reporting

The consultant will report to the Senior Finance Officer in the Finance and Accounting Division at IOM HQ, in close collaboration with IOM New York and other IOM Organizational Units.

Core Functions / Responsibilities:

1. Develop internal IOM guidance on the different Joint Programming and otherjoint implementation-related financing modalities with a focus on administrative and financial reporting processes and the different types of UN contractual templates.

1.1. Desk review of relevant information: Collect the relevant information, including from UNSDGguidelines and IOM signed agreements, necessary to capture and document learning from relevant sources.

1.2. Conduct key informant meetings/consultations: Carry out meeting/consultations with UNMulti-Partner Trust Fund (MPTF) partners and with IOM Offices.

1.3. Create 2 web stories of best practices and lessons learnt of IOM staff working on JointProgrammes (2 minutes each).

1.4. Write a summary paper on challenges, lessons learned and good practices on IOMAdministrative Agent experiences. The paper should inform the development of the guidance document that will be developed in coordination with IOM New York.

1.5. Develop a short information note / guidance document on Administrative Agent (AA) responsibilities, including, but not limited to:

• Definition and background on role of AA.

• Key considerations for IOM Offices taking on the AA. Need for dedicated staffing/focal point,client feedback loops, speedy disbursement, etc., based on the UNSDG reporting indicators.

• Key responsibilities of IOM as an AA, including reporting requirements.

• KPIs and efficiency considerations of AA.

• Repository of guidance documents of IOM and the UN.

• Best practices and lessons learnt.

• Guidance on how to structure IOM project accounts to facilitate reporting as an AA.

1.6. Suggest improvements to IOM’s system set up for tracking of joint UN initiatives.

2. Prepare webinars on administrative responsibilities and financial reporting requirements and contractual templates

The Finance and Accounting Division in coordination with IOM New York and other relevant Organizational Units will conduct a series of three webinars on administering and financial reporting on UN funds. The webinar series will introduce new developments in UN finance, administrative, and reporting requirements – this could cover UN-UN Agreement template and the related Guidance Note, 1% coordination levy, and joint funding mechanisms. The consultant will design and prepare the webinar series, in coordination with the relevant IOM divisions and offices, as well as external stakeholders.

3. Other tasks to be performed

Coordinate and communicate closely with IOM staff and any external stakeholders, ensuring that delays and bottlenecks to the project implementation are minimized and responded to in a timely manner.

Tangible and Measurable Outputs of the Work Assignment

• Deliverable 1: Inception Report outlining workplan and methodology.

• Deliverable 2: Desk review and key informant meetings completed, a summary on consolidating all information gathered is concluded. The report shall compile an analysis of the findings from the surveys, interviews, focus group discussions and document reviews on IOM’s current policies and practices related to the administering and financial reporting of UN-funded and joint programming and UN documents on pooled funds and joint programmes. The report should include concrete guiding directions and recommendations in relation to other project deliverables and beyond. The report should be submitted in an electronic format and not be more than 20 pages excluding annexes.

• Deliverable 3: New guidance and information documents delivered with a focus on administrative and financial responsibilities adapted to IOM’s terminology and operational context; 2 web stories of best practices and lessons learnt of IOM staff working on Joint Programmes; and repository of guidance documents and related templates by the UN and IOM.

• Deliverable 4: Three Webinars designed and prepared on themes including, but not limited to: UNSDG new guidance on joint programming; UN-to-UN agreement for funding; and implementing MPTF/joint programme as Administrative Agent (AA).

Performance indicators for evaluation of results

• Overall workplan including methodology and timeline for deliverables.10% upon submission and approval by IOM. (31 March 2022)

• Design and administering of the surveys, submission of the post-survey summary and recommendations report. 30% upon submission and approval by IOM. (31 May 2022)

• Final guidance documents, web stories and repository of documents and templates. 30% upon submission and approval by IOM. (31 August 2022)

• Three webinars with submission of a short concept note and draft contents for each webinar. 30% upon completion and approval of all the webinars (with concepts and contents approved). (The last webinar completed by September 2022)

Required Qualifications and Experience:

Education, experience and/or skills required

• Master’s degree in Finance, Business Administration, Public Administration, Social and Political Sciences or a related field from an accredited academic institution with five years of relevant professional experience; or

• University degree in the above fields with seven years of relevant professional experience.

Experience

• Extensive experience in working at/with the UN entities is required;

• Experience in implementing, administering, and managing UN-funded and joint programmes is preferred;

• Experience in leading the development of guidance notes, manuals, institutional guidelines and frameworks is preferred.

Skills

• In-depth understanding the UN funding mechanisms and various policies and systems related to joint development programming is required;

• Understanding and familiarity with IOM systems and internal mechanisms, or resource management and project implementation in a highly decentralized operational context is an advantage;

• Outstanding communication skills, both oral and written is required;

• Proven writing skills, especially with excellent understanding of the UN terms and technical language is required;

• Proven skills in research works, including designing and administering surveys and key informant interviews on technical topics and producing analytical reports;

• Ability to work independently under minimal supervision and guidance, but in close collaboration and communication with the project team.

Languages

IOM’s official languages are English, French, and Spanish.

For this consultancy, fluency in English is required (oral and written). Working knowledge of French and/or Spanish is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

The consultant must adhere to the International Organization for Migration (IOM) Data Protection Principles (IN/138) and maintain confidentiality.

The consultant will be responsible to follow IOM writing guidelines and latest glossaries in all given assignments for accurate translation.

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values – all IOM staff members must abide by and demonstrate these three 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.

Core Competencies – behavioural indicators

• 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.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

• The appointment is subject to funding confirmation.

• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and 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.