DR 038/2022
Payroll Administration Assistant
Manila (Global) Administrative Centre (MAC)
Philippines
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Open to External Candidates
Job classification
General Staff
Grade
Ungraded
Duty station
Manila (Global) Administrative Centre (MAC)
Type of Appointment
Special Short Term-Ungraded
Closing date
Duration of Assignment
Six months
Salary
Php 42 000 per month net of taxes

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 a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context

Under the overall supervision of the National Payroll Officer and direct supervision of the Sr. Payroll Administrator, the Payroll Administration Assistant is responsible for providing support in ensuring accurate and timely payroll and other financial entitlements for local staff members in the Philippines, employees in Switzerland, and officials worldwide.

Core Functions / Responsibilities
  •  Payroll Processing
    • Assist in the computation and processing payroll for international staff members, HQ employees, and MAC Local staff, ensuring timely and accurate payment of salaries. Prepare/Submit all required payroll reports.
    • Assist in controlling payroll related data from concerned units and ensure that all entitlements, advances, loans, variables elements are reflected in PRISM-HR for timely payment or deduction in payroll.
    • Provide support in the validation of payroll results to ensure data accuracy, implement control mechanism and take corrective action where necessary.
    • Assist in ensuring that amounts included on the Personnel Action transfers, separations from service, etc. are accurately paid/ deducted from staff members.
    • Update the officials’ salary projectization percentages.
    • Update and take corrective actions for staff-members change in banking information thru ESS-PRISM portal align with the PRISM HR implementation.
    • Send monthly payment instruction to missions for officials receiving local payment of salary.
    • Assist in administering payment of terminal emoluments to all separated staff due to resignation, retirement, and end of contract.
    • Provide documents, reports, statements, statistical tables, correspondences, analysis of payroll related data as required by MAC concerned units.
    • Resolve promptly staff queries concerning generic and individually specific questions about salary and other entitlements with tact and diplomacy.

 

  • Payroll Accounting
    • Assist in the validation of WBS in Payroll Accounting entry in collaboration with missions. Ensures that all expenses are properly projectized.
    • Provide assistance and related information to missions in analyzing staff cost.
    • Assist in ensuring that payments and deductions are mapped correctly for proper charging of account.
    • Provide assistance in the review, monitoring and reconciling of related payroll accounts and carry out accounting procedure required of the payroll system.
    • Assist in the analysis of Staff Vendor accounts whenever required.
    • Work with MTS, MAC-AP, MFS, Internal and External Auditors concerning accounting issues, payroll reporting and documentation.
    • Assist in the preparation of payroll related manual accounting entries for proper charging of accounts.

 

  • PRISM
    • Coordinate with PRISM Helpdesk or appropriate Unit for any inconsistency in the system and provide support to ensure resolution so as not to disrupt payroll processing result.

 

  • Others
    • Organize and maintain a filing and reference system using both manual and electronic file systems. Safe-keep records and establish/ prepare a mechanism for the easy access and retrieval of Payroll information.
    • Provide missions cost to IOM and take-home pay computation upon request for budget purposes.
    • Update the officials’ salary projectization percentages.
    • Manage/ monitor and take corrective actions for staff members change in banking information thru ESS-PRISM portal align with the PRISM HR implementation.
    • Perform other related duties as may be assigned.
Education
  • University degree in Accounting with minimum two years of relevant professional experience in direct payroll functions; or
  • Completed High school degree with minimum four years of relevant professional experience.
  • Certification as Certified Public Accountant (CPA), an advantage.
Experience
  • Thorough working knowledge on payroll systems procedures and salary calculations.
  • Experience with SAP HR and other payroll system and applications.
  • High level of computer literacy.
Languages

For this position, fluency in English is required. Knowledge of a second official UN language is desirable.

Values
Inclusion & respect for diversity
  • Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
  • Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
  • Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
  • Challenges prejudice, biases and intolerance in the workplace.
Integrity & transparency
  • Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
  • Delivers on commitments; manages the organization’s resources reliably and sustainably.
  • Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
  • Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
  • Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
Professionalism
  • Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
  • Seeks to raise professional standards in self and others through daily work and activities.
  • Adapts quickly to change and is decisive and versatile in face of uncertainty.
  • Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
  • Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
Core Competencies
Accountability
  • Accepts personal responsibility for quality and timeliness of work.
  • Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
  • Operates in compliance with organizational regulations and rules.
  • Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.
Communication
  • Presents information using language and sequence of ideas that is easy for recipients to understand.
  • Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
  • Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
  • Listens carefully and genuinely to the views and positions of others; acts on received information.
Managing and sharing knowledge
  • Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
  • Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
  • Puts new learning into practice and draws on diverse sources of ideas and inspiration.
  • Contributes to the identification of improvements to work processes and assists in implementing them.
Teamwork
  • Establishes strong relationships with colleagues and partners; relates well to people at all levels.
  • Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
  • Willingly puts in extra effort without being asked and adopts a "hands-on" approach whenever necessary to achieve team objectives.
  • Coordinates own work with that of the team to meet agreed priorities and deadlines.
Delivering results
  • Produces quality results and provides quality services to clients.
  • Meets goals and timelines for delivery of products or services.
  • Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
  • Shows understanding of own role and responsibilities in relation to expected results.
How to apply

Interested candidates are invited to submit their applications via hrmanila@iom.int not later than 06 November 2022. Reference code  DR 038/2022 Payroll Administration Assistant should be specified in the SUBJECT field.

IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.

Only shortlisted candidates will be contacted.