Finance and Administrative Assistant At International Organization for Migration

Position Title : Finance and Administrative Assistant

Duty Station : IOM Philippines Country Office (Legazpi)

Classification : General Service Staff, G-4

Type of Appointment : Fixed term, one year with possibility of extension

Estimated Start Date : As soon as possible

Closing Date : 04 April 2024

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 environment. It is one of the factors that makes the organization qualified to deal with the complex issue of migration. IOM sees that diversity is one of the organizational strengths.

IOM aims to foster an inclusive workplace where everyone treats each other (including colleagues and beneficiaries) with dignity and respect. IOM has a zero-tolerance policy against sexual exploitation and abuse of affected populations, and sexual harassment of personnel.

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 Resource Management Officer, the successful candidate will be accountable and responsible for the finance and admin support needs of IOM Projects in line with IOM policies, standards, and commitments.

Core Functions / Responsibilities:

• Record financial transactions to PRISM Financials (SAP).
• Create entry on Online Invoice Payable (OIPA).
• Review Request for Payment (RFP)/billing and record the necessary entries in SAP (finance system).
• Verify the following:

a. Claims are valid, specifically that services/goods have been rendered/received, except for advance payments.

b. RFP and supporting documents are complete, valid, and approved.

c. Values are accurate and missing information, if any, are obtained from concerned units or staff members.

d. Account code(s) and/or WBS are accurately assigned.

e. Compute advance DSA and calculation of settlement for travel expense claims.

• Monitor staff accounts for personal use of communications, vehicles and other official line or equipment, and recovery thereof.
• Assist in preparing financial monitoring reports such as but not limited to the following: check and petty cash summary, RFP monitoring, TR Registry and TEC monitoring.
• Assist in monitoring and follow-up of outstanding travel expense advances and operational advances.
• Review and verify supporting documents to disbursements and liquidation reports.
• Assist in clearing vendor and general ledger account balances.
• Month-end closing entries related to projects.
• Performs mid-month and monthly bank reconciliations and forward to the Country Office Manila Finance Team.
• Maintain an organized and systematic filing of RFPs/documents regularly through E-Filing system.
• Assist in monitoring logistical and administrative arrangements for the implementation of the projects, including partner agreements, contracts.
• Assist in the preparation of PR for the office and operations supplies.
• Carry out the day-to-day administrative requirements for all sub-office or satellite office.
• Assist in creating and maintaining HR files for all new and current staff members.
• Monitor staff members’ attendance records, leave plans and overtime.
• Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files.
• Support tasks on common services including fleet assignments for efficient project team’s use.
• Perform other duties as may be required.

Required Qualifications and Experience

Education

• University degree in Accountancy, Business Administration, Commerce/Finance, or a related field from accredited academic institution, with two years of relevant professional experience in accounting or finance; or
• Completed High School degree from an accredited academic institution, with four years of relevant professional experience.

Experience

• Finance and admin work experience with international public sector and in Mindanao projects will be an advantage;
• Experience in IOM field operations in post-conflict or peacebuilding settings will be an advantage.
• Ability to prepare clear and concise reports, supervise staff and coordinate administrative activities.

Skills

• Excellent level of computer literacy especially in Excel and SAP.
• Impeccable track of timely service delivery.
• Strong ability to plan work ahead and respect deadlines.
• Knowledge of the region is an advantage.

Languages

For this position, fluency in English and Tagalog is required.

Knowledge of a second official UN language is desirable.

Notes

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

Required Competencies

The candidate is expected to demonstrate the following values and 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.
• Demonstrates willingness to take a stand on issues of importance.
• Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators level 1

• 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.

Competencies will be assessed during a competency-based interview.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.