VN 102/2022
Sr. Finance Assistant
Manila (Global) Administrative Centre (MAC)
Philippines
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Open to Internal and External Candidates
Job classification
General Staff
Grade
G-6
Duty station
Manila (Global) Administrative Centre (MAC)
Location
Manila
Type of Appointment
Fixed term, one year with possibility of extension
Closing date
Duration of Assignment
Fixed term, one year with possibility of extension
Salary
Php 746,790 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 overall supervision of the Sr. Resource Management Officer and direct supervision of the National Accounts Payable Officer, the successful candidate will provide specialized assistance in managing the MAC financial accounts.

Core Functions / Responsibilities
  1. Review Requests for Payment (RFP)  and payment requests  in the Online Invoice Payment Application (OIPA) ensuring that:
    • Claims are valid, specifically that services/goods have been rendered/received, except for advance payments;
    • RFP/OIPA details and supporting documents are complete, valid and approved;
    • Values are accurate and missing information, if any are obtained from concerned units or staff members; and
    • Account code/s and/or WBS are accurately assigned and record the necessary entries in SAP (finance system).
  2. Assist the National A/P Officer in coordinating, guiding, and reviewing the work of other staff members.
  3. Route reviewed RFPs to the approving signatories and once approved, to Manila Treasury Services (MTS) unit for payment execution.
  4. Provide guidance on finance/accounting-related transactions/issues to various MAC Units, and other IOM offices.
  5. Process/review Daily Subsistence Allowance (DSA) advance and Travel Expense Claim (TEC) settlement; record and clear staff vendor account in SAP.
  6. Monitor/review air ticket status in I-Gator and SAP and submit related analysis report on a monthly basis.
  7. Review and record air ticket entries and perform related clearing in SAP.
  8. Record and reconcile self-payer’s receipts and perform related entries (income, expense), clearings (air ticket vendors & suspense GL account), monitoring of the relevant WBS Codes.
  9. Prepare and update the MAC Report on WBS Monitoring for both OS and AD on a monthly basis for submission to the SRMO.
  10. Prepare and submit the monthly requests for salary projectization updates of MAC local staff and officials to HR.
  11. Review asset entries in SAP which include blocking and deletion.
  12. Review requests for the asset transfer or retirement and record entries in SAP.
  13. Monitor timely submission of liquidation RFP, and documents for advance payment clearing, at least before month-end and follow-up as necessary.
  14. Perform monthly closing of the books which include bank reconciliation, review, and follow-up and/or coordinate old outstanding vendor items with concerned staff/unit, recording of monthly amortization, adjusting/reclassifying entries and review/clear general ledger suspense accounts and cost centers.
  15. Assist the National A/P Officer in the tasks related to the monthly closing of accounts in accordance with the “Checklist for Mission Accounts”. Provide guidance and instructions to relevant units of MAC to ensure timely closing of the monthly accounts.
  16. Coordinate with Manila Human Resource Operations (MHRO) Unit on the payroll deductions and additions and perform the related staff vendor account clearing in SAP.
  17. Create Work Budget Structures (WBS) codes in SAP and Budgeting for New Project (BNP) related to project activation procedures of new mission projects and modify existing project structures and budget, as necessary.
  18. Perform Vendor Management Systems maintenance tasks for IOM Vendor Accounts which include creation, deletion, blocking and changes in details. Ensure correctness of all information and compliance to existing standards and rules.
  19. Guide, review and oversee the work of other MAC staff related to finance at certain periods, and conduct training, as necessary.
  20. Attend to payment inquiries and reconcile supplier/vendor accounts, as necessary.
  21. Identify areas for improvement and highlight them to the supervisor; provide inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the office
  22. Create and maintain an organized and systematic digital filing of RFPs/documents on a regular basis.
  23. Forward/scan/photocopy vouchers and its supporting documents as requested by other missions or departments.
  24. Perform other related duties that may be assigned especially in the absence of other unit members.
Education
  • University degree in Accounting, Finance or a related field from an accredited academic institution, with four  years of relevant professional experience; or
  • Completed High school degree from an accredited academic institution, with  six years of relevant professional experience;
  • Certified Public Accountant (CPA) or equivalent is a clear advantage.
Experience
  • Experience in the field of accounting or finance;
  • Experience in the UN system or international/multicultural environment an advantage;
  • Knowledge of SAP is desirable;
  • High degree of analytical and problem-solving skills, including the ability to analyze financial information and accounting entries, examine documentation and reconcile discrepancies;
  • Computer literacy including proficiency in MS Office applications;
  • Very organized in filing the accounting records and documents.
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
  • Proactively seeks responsibility in delivering towards the goals of the Organization.
  • Plans and organizes work with a clear and deliberate focus, ensuring commitments are easily identified and progress is widely communicated.
  • Stands by the actions of team or department, publicly accepting ownership.
  • Takes responsibility of own shortcomings and those of the work unit, where applicable.
Communication
  • Speaks and writes clearly and effectively.
  • Seeks to share information with others, with due respect for diversity and the confidentiality of specific sensitive information.
  • Listens and seeks to understand without bias, and responds appropriately.
  • Shares information and keeps others up to date; actively seeks others' views and ideas and respects their contribution.
Managing and sharing knowledge
  • Disseminates and shares knowledge openly and actively contributes to knowledge/network communities for topics relevant to area of expertise.
  • Encourages knowledge-sharing across units/departments and ensures that knowledge is captured, recorded and disseminated appropriately.
  • Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.
  • Contributes to an environment that is conducive to innovation and learning.
Teamwork
  • Fosters a sense of team spirit by developing a shared understanding, accountability and enthusiasm for the team’s work.
  • Displays a high level of cultural awareness, sensitivity to different ways of working and leverages individual strengths in order to build a better team.
  • Shares credit for team accomplishments and ensures that the contribution of others is recognized.
  • Helps create a positive team spirit, putting aside personal considerations to help the team achieve its goals.
Delivering results
  • Produces high-quality results and workable solutions that meet clients’ needs.
  • Anticipates constraints, identifies solutions and takes responsibility for addressing critical situations.
  • Monitors own and others’ work in a systematic and effective way, ensuring required resources and outputs.
  • Aligns projects with Organization’s mission and objectives and demonstrates a good understanding of the impact of team’s and own work on external and internal counterparts.
How to apply

Interested applicants may send their applications to hrmanila@iom.int no later than 21 December 2022. VN Number and Position Title (VN 102/2022 – Sr. 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.