VN 104/2022
Sr. Payroll Administrator
Manila (Global) Administrative Centre (MAC)
Philippines
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Open to Internal and External Candidates
Job classification
General Staff
Grade
G-7
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 873,739.00 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 Chief, Manila Human Resources Operations, and the direct supervision of the National Payroll Officer, the incumbent will be responsible for the timely and accurate global processing of the payroll for the International Staff Members Worldwide, employees and non-staff members (Consultants and Interns) in Switzerland, and all local staff members in the Philippines, serving both in the Country Office and in the Manila Administrative Center. He/she will be accountable for the compliance with relevant internal controls to protect the reliability and integrity of payroll data and results.

Core Functions / Responsibilities
  1. Payroll Processing
  • Overall in charge in the computation and processing of payroll for all International Staff Members worldwide, employees and non-staff members in Switzerland, and all local staff in the Philippines ensuring timely and accurate payment of salaries. Monitor submission of all required payroll reports to relevant units on time;
  • Ensure the timely and accurate payment of consultancy fees through payroll to all consultants in Switzerland and maintain constant communication with department focal in the headquarters.
  • Assist the National Payroll Officer in planning and organizing schedules for payroll runs and monitoring compliance by all units in ensuring all payroll related data are submitted on time;
  • Validate payroll results as to completeness and accuracy of all payments and deductions;
  • Monitor emails and see to it that staff queries and concerns regarding salary and other entitlements are promptly addressed and resolved with tact and diplomacy;
  • Ensure that all changes in staff projectization sent for the period are properly taken up in PRISM. Reconcile with relevant unit/s projectization discrepancies to ensure staff costs are correctly posted; Manage / monitor and take corrective actions for staff members change in banking information thru ESS-PRISM portal align with the PRISM HR implementation;
  • Coordinate successful transfer of salaries to staff members’ bank accounts with the Manila Treasury Support (MTS) and Treasury (TSY);
  • Administer the payment of the terminal emoluments to all separated staff due to resignation, retirement, and end of contract and ensure recovery of all outstanding debts;
  • Send monthly payment instruction to missions with officials receiving local payment of salary;
  • Monitor all exceptions encountered to ensure appropriate approvals and take note of recurring cases for evaluation which may require changes in processes or outstanding rules, regulations or instructions.

 

  1. Payroll Accounting
  • Validate the payroll accounting file; ensure that all errors or adjustments needed are resolved and coordinated to appropriate units; and ensure accurate and timely posting to Processes and Resources Integrated Systems Management (PRISM) Financials (FI);
  • Ensure that payments and deductions are mapped correctly for proper charging of account;
  • In charge of the review, monitoring and reconciliation of payroll accounts and carry out accounting procedure required of the payroll system;
  • Provide specialized guidance to colleagues in the unit in analyzing and resolving other payroll related accounting issues;
  • Work with the Manila Financial Services (MFS), Accounting Department (ACO), Budget, Mission Finance, Internal and External Auditors, Resource Management Officers (RMOs) concerning accounting issues, payroll reporting and documentation;
  • Check manual payroll related adjusting entries as necessary.

 

  1. Team Supervision
  • Provide necessary training and guidance to payroll administrators to ensure that they perform according to set goals and objectives;
  • Supervise the work of other staff members in the unit.

 

  1. Internal Control
  • Monitor compliance of payroll staff with relevant internal controls in the unit.
  • Monitor that applicable rules and regulations and instructions are followed; and approvals of appropriate personnel are sought for exceptions.
  • Work closely with the payroll analysts in determining and evaluating the effectiveness and reasonableness of internal controls in place and recommend improvements when necessary.
  • Review the accuracy of entries in personnel action forms vis-à-vis payslip simulations to check for accuracy of staff salaries and entitlements in the payroll.

 

  1. PRISM
  • Work with Information and Communications Technology (ICT), PRISM technical group and PRISM Helpdesk to resolve any and all payroll system issues within PRISM;
  • Recommend systems enhancements necessary to carry out payroll operations more efficiently and effectively.
  • Test / check and implement all PRISM upgrades which impact payroll module within the SAP PRISM;
  • Occasionally provide user training to IOM staff and PSU Focal Person in missions of PRISM-HR (Payroll) functionalities.

 

  1. Continuous improvement
  • Evaluate payroll processes and recommend a more effective and efficient policies and procedures relative to the operational processes of payroll activities;

 

  1. Others
  • Organize and monitor the proper use of 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;
  • Reviews eligibility of staff members availing cash/rental advances before recommending for approval by the MAC/ DRM Director;
  • Assist mission in responding to audit queries by providing salary information (pay slip and projectization schedule) on a timely manner;

Perform any other duties as may be assigned.

Education
  • University degree in Finance, Accounting or a related field from an accredited academic institution, with five years of relevant professional experience in direct payroll functions; or
  • Completed High School degree from an accredited academic institution, with seven years of relevant professional experience;
  • Certified Public Accountant (CPA) an advantage.
Experience
  • Experience in corporate payroll operations with knowledge of banking and accounting systems, generally accepted accounting principles, business risk controls;
  • Knowledge of IOM financial policies and staff rules and regulations, an advantage;
  • Experience with SAP HR and payroll system and applications, an advantage;
  • High level of computer literacy.
  • Thorough working knowledge of payroll systems and procedures, salary calculations and accounting made through payroll systems;
  • Adaptation/knowledge in ERP environment an advantage.
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 27 February 2023. VN Number and Position Title (VN 104/2022 – Sr. Payroll Administrator) 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.