Senior Finance and Administrative Assistant

Position Title: Senior Finance and Administrative Assistant

Duty Station: IOM Philippines Country Office (Clark

Classification: General Service Staff, (Ungraded G-6 Equivalent)

Type of Appointment: Special short-term, four (4) months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 10 September 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 Head of Office/Site Coordinator in IOM Clark, Philippines and the direct supervision of the Resources Management Officer, the successful candidate will be accountable and responsible for the finance and administrative support needs of IOM Projects in line with IOM policies, standards and commitments.

Responsibilities

• Ensure the IOM Clark compliance with rules and regulations, particularly internal controls, providing continuous input for the strengthening of such controls
• Draft project budgets by collecting, verifying, consolidating and presenting relevant data for approval
• Verify requests for payment, vouchers and supporting documents such as invoices, delivery receipts, contracts, among others, for authenticity and completeness, ascertaining that the goods or services were duly received or provided before proceeding with recording the liabilities and subsequent payment
• Record financial transactions in PRISM Financials (SAP)
• Reconcile and post bank entries and cash books
• Monitoring and housekeeping of mission vendor accounts and related month-end procedures
• Review weekly grants expenditure report, analyse and reconcile with payment vouchers processed
• Monitor project expenditure and commitments, provide regular and accurate burn-rate updates to Resources Management Officer.
• Maintain systematic financial records filing, e-filing documents
• Liaise with mission finance regarding pending payments and receivables of IOM Clark.
• Ensure that the provisions of the IOM Travel Regulations are adhered to by the staff when initiating travel and verifying travel expense claims
• Participate in Bids Evaluation and Award Committee (BEAC) as requested
• Assist during internal and external audits in preparation of schedules and responding to queries on required information
• Ensure IOM HR policies and procedures are adhered to during recruitment, retention, promotion, separation and other associated actions
• Assist in drafting of Terms of Reference (TOR) for IOM Clark positions ensuring logical coverage and order of responsibilities
• Monitor daily attendance, overtime and leave records of the IOM Clark personnel
• Assist in the induction of new staff. Assist in providing detailed induction for new staff member at the office showing office procedures and IOM internal procedures
• Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files
• Support and offer guidance to sub-office in the matters related to IOM administrative issues, local institution and regulations and human resources problems with a view to increasing their effectiveness.
• Such other duties as may be assigned by the Resources Management Officer.

Qualifications

Education

• University degree in Business Administration, Accounting, Finance or a related field from an accredited academic institution, with three years of relevant professional experience; or
• Completed High school degree from an accredited academic institution, with five years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience in management reporting, budgeting and financial analysis
• With considerable experience in performing administrative functions
• Initiated or has been part of a departmental process improvement initiative
• Experience in accounting standards and practices
• Knowledgeable in MS Office tools and SAP Finance module
• Excellent analytical skills and attention to detail
• Several years of work experience in administrative/finance unit of the international and/or intergovernmental humanitarian organization is an asset.

Skills

• High level of computer literacy and advanced knowledge in using MS Office Suite.
• Experience with Finance/Accounting systems and applications especially SAP.
• Experience with Oracle an advantage.

Languages

• For this position, fluency in English and local language is required (oral and written).

IOM’s official languages are English, French and Spanish. Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link.

Competencies will be assessed during the selection process. – all IOM staff members must abide by and demonstrate these three values:

Values – all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicator – Level 2

• 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicator – Level 2

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
• Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
• IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
• IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

How to apply

Only applications submitted through our official recruitment website will be processed.

Please refer to this link: https://fa-evlj-saasfaprod1.fa.ocs.oraclecloud.com:443/hcmUI/CandidateExperience/en/job/11465/share/300000164324028?utm_medium=jobshare&utm_source=Internal Job Share

The submission should include the following as attachments:

1. Motivation letter and Curriculum Vitae

2. A cover letter (not more than one page)

3. IOM Personal History Form. To access the form, please visit our careers page at philippines.iom.int.

4. References – names and contacts of three to five references from the current and/or previous direct supervisors using the sequence below:

a. Name

b. Position

c. Company

d. Relationship (Current or Previous direct Supervisor)

e. Contact number/s

f. E-mail address

Only shortlisted candidates will be contacted.