VN 027/2023
Sr. Administrative and Finance Assistant
Manila (Global) Administrative Centre (MAC)
Philippines
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Open to Internal and External Candidates
Job classification
General Staff
Grade
G-5
Duty station
Manila (Global) Administrative Centre (MAC)
Type of Appointment
Fixed term, one year with possibility of extension
Closing date
Salary
Php 638,273 per annum 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 direct supervision of the Sr. Financial Analyst (Team Leader), the Sr. Administrative & Finance Assistant will be responsible and accountable for providing assistance in the health programme monitoring and administrative-finance (PAF) functions of the Global Migration Health Division (MHD) unit based at the Manila (Global) Administrative Center (MAC).

Core Functions / Responsibilities

Financial monitoring and reporting

  • Generates financial reports from SAP to produce regular financial monitoring reports using established templates for Migration Health Division projects managed by MHD HQ and MAC.
  • Support the Sr Financial Analyst in performing project closure activities and following up with Country Offices in clearing outstanding items.
  • Prepares the draft financial reports and presentation materials for submission to the Sr. Financial Analyst for review, prior to submission to the Project Manager (PM) and/or the donor.
  • Conduct regular financial reviews of the projects monitored by MHD PAF assigned to the team and liaise with the country office to address review findings/observations.

Fee Setting and Analysis

  • Compile databases of past and current IOM service fees of all implementing missions of IOM for Global Health Assessment Projects (GHAP), Canada Pre-Departure Medical Services (Canada PDMS) projects, and any other fee-based projects monitored by MHD PAF, with the supervision of the Sr. Financial Analyst
  • Conduct the data-gathering exercise of competitor fees of all implementing missions of IOM for the fee-based projects monitored by MHD PAF.
  • Assist in the analysis and comparison of the IOM fees and competitor fees.
  • Support with the financial performance analysis of implementing missions of IOM for fee-based projects monitored by MHD PAF.
  • Lead the testing of the tools developed by the Sr. Financial Analyst for the fee setting and analysis of fee-based projects.

Administrative Tasks

  • Support the PRIMA activation of MHD projects managed in HQ.
  • Assist in the development and enhancement of templates, automating management view reports through dashboards, spending review, and financial performance indicator generation.
  • Assist in the update of standard operating procedures (SOP), work instruction manuals, and other initiatives within the assigned work areas.
  • Organize and manage the filing system of the PAF working documents and reports including the maintenance and management of all medical claim files.
  • Assist during an audit, such as supplying the necessary supporting documents, and answering audit queries.
  • Perform other related duties that may be assigned.
Education
  • University degree in Accounting, Finance, Business Administration, or a related field from an accredited academic institution, with three  years of relevant professional experience in the field of accounting, finance, budgeting, pricing, or auditing; or
  • Completed High School degree from an accredited academic institution, with five years of relevant professional experience;
  • Professional certification such as Certified Public Accountant (CPA) or its equivalent is an advantage.
Experience
  • Experience with working for UN organizations or other international development organizations is an advantage.
  • Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis.
  • Experience in pricing and fee-setting is a strong advantage.
  • Sound knowledge of accounting systems and/or SAP plus generally accepted accounting principles, internal controls and audit/review procedures;
  • High level of computer literacy, especially in MS Excel and PowerPoint applications; knowledge of other IT packages and their implementation an advantage;
  • Good analytical and problem solving skills with an eye for details;
  • Excellent organizational and multi-tasking skills.
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 applicants may send their applications to hrmanila@iom.int no later than 7 March 2023. VN Number and Position Title (VN 027/2023 – Sr. Administrative and Finance 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 and an offer will be made following the confirmation of funding.