International Organization For Migration (IOM)

Finance and Administrative Assistant

International Organization For Migration (IOM)

Job Description

Position Title: Finance and Administrative Assistant Duty Station: IOM Philippines Country Office (Marawi) Classification: General Service Staff, Grade G5** Type of Appointment: Fixed term, one year with possibility of extension Estimated Start Date: soon as possible Closing Date: 12 March 2021 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. 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 Head of Sub-Office (Cotabato), and under direct supervision of the Head of Marawi Satellite Office, with technical supervision of the National Resource Management Officer in Cotabato, the incumbent 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:

A. Finance
  • Record financial transactions to PRISM Financials (SAP);
  • Posting of bank entries and cash books;
  • Maintain manual reconciliation of bank entries and coordinate with IOM Resource Management Unit (Manila);
  • Clearing of Operational Payment Advances from Staff vendor accounts;
  • Undertake regular physical cash count on a monthly basis;
  • Provide finance and administrative support to other sub-offices;
  • Monitor project expenditure, provide regular and accurate burn-rate updates to programme managers on the available budget balances for better planning;
  • Actively contribute to the timely implementation of all sub-office projects;
  • Monitor logistical and administrative arrangements for the implementation of the projects, including partner agreements, contracts;
  • Provide guidance to the Accounts Unit team on the day-to-day financial transactions;
  • Prepare Payment Vouchers, ensuring that all correct supporting documentation is attached, and appropriate authorizations received;
  • Specifically, that services have been rendered and/or goods have been delivered;
  • Approvals/authorizations for payment are obtained – checking validity of the claim;
  • Supporting documents are complete;
  • Inconsistencies in financial data are resolved;
  • Review and verify the daily/weekly expense reports;
  • Ensure compliance with IOM and/or donor Financial Regulations and requirements;
  • Calculation of Staff Allowances such as DSA and Danger Pay (when applicable);
  • Forecast the sub-office funding requirements and other sub-offices attached to Cotabato bank account;
  • Monitor bank balances and charges and coordinate with banks as necessary.
B. Administration
  • Carry out the day to day administrative requirements for all sub-office projects;
  • Maintain administration-related files for all sub-office projects;
  • Establish and maintain liaison with lease owners, utility and other service providers;
  • Prepare lease, utility and other office and officials’ residence contracts for review by MAC and/or LEG and monitor contractual provisions, including expiry dates;
  • Support tasks on common services including fleet assignments for efficient project team’s use;
  • Give feedback on procedural improvements and train the project team in the relevant areas of administration and finance in accordance with the donor/grant agreement requirements;
  • Perform any other duties as may be assigned.
Required Qualifications and Experience

Education

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

  • Finance and admin work experience with international public sector and Mindanao projects will be an advantage;
  • Experience in IOM Field Operations in post-conflict or peacebuilding settings will be an advantage.
Skills

  • Finance and admin work experience with international public sector and 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;
  • High level of computer literacy, in particular, experience in computerized accounting systems and software. Good knowledge of MS Office specifically EXCEL. Knowledge of IOM PRISM/accounting systems, software and procedures a distinct advantage;
  • Good oral and written communication and analytical skills.
  • SAP or PRISM training, an advantage;
  • Knowledge of Human Resource management in international contexts, an advantage.
Languages

English and French are the working languages of the UN Secretariat. For this position, fluency in English and Filipino is required. Conversant in any BARMM 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 incumbent 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.
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.

The position involves onsite and/or offsite work (or a combination of both). The working modality will be further discussed during the interviews if candidate is available to work on-site and/or offsite.

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