OPEN TO INTERNAL AND EXTERNAL APPLICANTS. Manila Financial Services (MFS) Manila Treasury Services (MTS)

Transcription

1 OPEN TO INTERNAL AND EXTERNAL APPLICANTS Position Title Organizational Unit Duty Station Classification Type of Appointment Estimated Start Date Sr. Treasury Assistant Manila Financial Services (MFS) Manila Treasury Services (MTS) Manila (Global) Administrative Centre General Service Staff/G-5 One-Year Fixed-Term (with possibility of extension) As soon as possible Closing Date 20 June 2018 Reference Code VN No. 043/2018 Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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. CONTEXT Under the guidance of the Director, MAC and under the overall supervision of the Chief, Financial Services Unit, the successful candidate will work under the immediate supervision of the Treasury Supervisor, Manila Treasury Services (MTS) in coordination with the Treasury (TSY) Unit in IOM Headquarters (HQ). CORE FUNCTIONS / RESPONSIBILITIES 1. Primarily responsible for the processing of payments for both MAC and IOM Philippines (local payments), and for IOM Field Missions (global payments); execute (automatic payment run) (manual one-off payments) in PRISM FI Financials. 2. Ensure that all transactions (local and global) conform to established IOM Financial Regulations, accounting procedures/guidelines and internal controls. Manila (Global) Administrative Centre 28 th Floor, Citibank Tower, 8741 Paseo de Roxas Makati City. Philippines Tel: Fax: machrsupport@iom.int Internet:

2 3. Responsible for the processing of MAC/IOM Philippine payments to: a. Vendors, Suppliers, Consultants via F-35 or F110 b. Local Staff (medical/cash advances, Daily Subsistence Allowance, etc) and vendor downpayments via F-48 Prepare a USD or Peso Check, a USD or Peso wire transfer depending on the payment method and currency of the transaction; Ensure that local checks are processed accurately: review and validate bank details used in wire transfers: ensure that checks and wire transfers processed for the day are signed and authorized; Follow up with authorized signatories, when necessary re: urgent check payments; Informs vendors/suppliers of checks ready for release/pick-up; Attend to queries/telephone calls from vendors/suppliers re: payments and check availability; Responsible for releasing checks to payees; ensure that official or acknowledgement receipts are on hand prior to release; Keep custody of checks for release. 4. Responsible for processing of Global Payments: a. Mission Payments Requests (MPR) Ensure that all required documents are submitted and MPRs are signed by Chief of Mission (COM) or by person duly authorized by COM; process payments via automatic payment run or manual payment; Ensure that clearing of related SAP documents in vendor account is done as well as proper coding to cash GL account in PRISM. b. Mission Funding Requests (MFR) Initiate queries with Missions re: high cash balances and seek explanation on significant increase in the levels of funding request; Coordinate with Missions, regarding transfer of excess cash balances to central HQ accounts (F-31); Ensure that proper posting to cash GL is done for both the incoming and outgoing account. 5. In doing wire transfers, determine as to what type of payment method to use that are safe, convenient, cost-effective and allows lesser amount of time to move funds from the sending bank to the ultimate beneficiary s account. 6. Reviews internal and external documentation such as vouchers to ensure compliance with IOM rules, procedures or guidelines. Arranges the proper and timely execution of payments relating Page 2 / 7

3 to rentals, administrative expenses, project related, pension payments, medical reimbursements and electronic payroll remittances; Ensures that all vouchers and other relevant materials are complete, properly authorized, correctly computed and in compliance with internal guidelines. 7. Responsible for monthly payroll runs, and generating the monthly payroll reports for both international and local staff in PRISM HR and simulation of bank files in CitiDirect: Coordinate payroll run results with Manila Human Resource Operations (MHRO) for both local and international staff; Perform test runs of DME files in CitiDirect to validate wire transfer format; Investigate errors encountered in the payroll test run files and recommends solutions to correct/resolve errors, coordinate with PRISM Helpdesk technical issues encountered; Prepare debit memo schedule re: local staff payroll for authorization by IOM bank signatories and submission to China Bank for further credit to staff s individual bank accounts; Upload final bank transfer file to CitiDirect for authorization and release by Treasury in HQ and onward payment to international staff payroll accounts; Manual set-up of payroll instruction in CitiDirect for international staffs whose banking details is not possible thru import or DME files; Ensure accuracy and consistency of bank details used for international staffs whose payroll instruction is manually entered in CitiDirect. 8. Responsible for the maintenance and coordination of the Monthly Exchange Rates Monthly update of Mission and Year Rates files for upload to IOM Intranet Portal as used by missions worldwide; Ensure accuracy of exchange rates entered in the excel tables; Manual update of exchange rates in MOSAIC for review and sign off by PCST; Regularly checks UN website for any updates/changes in the exchange rates which might occur prior to month end such as mid-month changes in the rates. 9. Responsible for the payment of monthly medical claims to local staff and retired international staff Coordinate with Health Claims Processing Manila re: summary of medical claims to be paid; Prepare debit memo schedule re: medical claims of local staff for authorization by IOM bank signatories and submission to China Bank for further credit to staff s individual bank accounts; Coordinate with MAC Accounts Payable Unit re: creation of payables in respective staff/vendor accounts and post corresponding accounting entries; Process payment thru bank transfer in CitiDirect for retired staff. Ensure that bank account details are accurate. Page 3 / 7

4 10. Monitor Citibank HQ accounts for incoming funds (donor distributios); responsible for the recording of such: Post funds received in corresponding Customer (Donor) Accounts via F-28 and F-29; Post refugee loan repayments/collections received to IRLF account; Ensure proper coding of incoming funds to customer account is done accurately in PRISM to enable Revenue team to assign it to the correct project and WBS as well as for missions to trace funds related to them; Coordinate with Health Claims Processing Unit (HCPU), Manila the retirees HI premiums received for proper coding; Coordinate with Revenue re: creation of open items in customer accounts, if necessary; Advise Revenue, DRD, TSY and Mission concerned of funds received; Hands queries from Missions regarding receipt of donor contributions. 11. Responsible for the custody, maintenance and upkeep of the bank master data (global IOM Mission bank account database) in PRISM Financials; responsible for generating the house bank and bank key for all newly-opened Mission bank accounts; coordinate the creation in PRISM Financials (FI) with PRISM Central Support Team (PCST); Validate newly created accounts, update closed accounts and changes in authorized local signatory panel. 12. Regularly interact/coordinate with the following units: MHRO Payroll Support Unit: Payroll issues HCPU Manila: Medical Claims Revenues/DRD: Donor contributions/return of unspent funds Accounts Payable, MAC: Local payments Airline Invoice Settlement Unit: Airline payments Missions: Payment requests and funding requirements TSY/HQ: Treasury issues Manila Financial Services: Accounting issues 13. Work closely with PCST and PRISM Functional Team, on technical issues in PRSIM FI and HR; act as a focal point for treasury issues. 14. Assist in reviewing the daily cash positions of assigned bank accounts; ensures that adequate funds are available. 15. Responsible for generating the daily bank statements for Citibank HQ accounts; ensure that all processed payments have corresponding entries in the bank statements and corresponding accounting entries in PRISM. 16. Maintain check register to monitor outstanding checks issued (both in USD and Peso). Page 4 / 7

5 17. Maintain record of local cash receipts such as refunds of excess cash and medical advances, refund of excess OPE advance, repayments of loans, etc. 18. Responsible for updating the various excel files maintained by the unit such as summary of MPRs, Mission Funding, other miscellaneous payment, etc. for ease of reference in conducting investigations to customer related queries. 19. Coordinate with MAC-AP and CAS re: bank reconciliation. Responsible for posting of bank charges. Investigates all relevant discrepancy items and errors, initiates necessary actions to adjust and rectify discrepancies. Ensure that all reconciling items are cleared per bank recon prior to month-end close. 20. Participates in testing new systems programs and revisions to the existing system. Assists in identifying required system modifications and enhancements. 21. Manage MTS mailbox; respond to routine queries/request sent to the mailbox in accordance with procedures. 22. Respond to queries by Missions regarding beneficiaries claim of non-receipt of funds; provide confirmation/copy of wire transfer, initiate investigations with relevant bank to trace funds. 23. Deal with audit queries and provide proof of transfer or payments as needed. 24. Maintain business relationship with Citibank Electronic Bank Support, Standard Chartered and Citibank staff. 25. Keep track of all unresolved Citibank cases related to returned salaries and other payment issues raised to Citibank. Find ways to speed up resolution especially those related to staff s salaries. 26. Perform other related duties as maybe required by the MAC Treasury Supervisor, HQ Treasury and the Chief, Financial Services/MAC. 27. Responsible in transacting IOM Manila s funding request via INTLFCStone. Makes sure that funding request is approved by authorized signatories. Responsible for acquiring important data such as the latest USD rates from Citibank PH. Responsible for comparing external rates vs INTFLCStone rates. Make sure that IOM INTFLCStone s rate is better compared to external rates. Executing the foreign exchange trade based on the compared rates of CitibankPH and INTLFCStone. 28. Using the new Treasury Management System (TMS) provided by Bellin, the incumbent needs to be more involved in the reporting and management of coverall cash flows in the main accounts. It will also reduce or eliminate some of the manual steps necessary at present, such as the daily cash sheets. Below is the additional function to be assigned; Collect MT940 and other electronic banks statements and update the cash balances reported in the Bellin system; Reconcile planned cash data with actual transactions in Bellin MTS; Organize and execute proposed daily cash transfers necessary to provide liquidity across IOM HQ bank accounts; Page 5 / 7

6 Prepare SWIFT based bulk payments through Bellin; Prepare back office recording in Bellin/PRISM of FX, deposits and derivative trades executed in HQ; Assisting in the organizing of arrangement to have bank across IOM connect to the Bellin system to automatically deliver electronic bank statements. 29. Responsible for training and developing the team member s knowledge and skills in SAP Financials. Seek opportunities for process improvements in order to operate more efficiently. REQUIRED QUALIFICATIONS AND EXPERIENCE Education University degree in Finance, Management, Accounting 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; Certified Public Accountant or equivalent is desirable. Experience Experience in the field of treasury or finance; experience in the banking industry is a distinct advantage; Knowledge of online banking systems and/or SAP plus generally accepted accounting principles and internal controls; Computer literacy including proficiency in MS Office applications; Good analytical an problem-solving skills; Commitment, efficiency, flexibility, self-motivation, creative thinking and strong organizational skills; Ability to work effectively and harmoniously within a team of colleagues from varied cultures and professional backgrounds. Languages Fluency in English is required. Working knowledge of French and/or Spanish an advantage. Page 6 / 7

7 REQUIRED COMPETENCIES Behavioural Accountability takes responsibility for action and manages constructive criticisms; Client Orientation works effectively well with client and stakeholders; Continuous Learning promotes continuous learning for self and others; Communication listens and communicates clearly, adapting delivery to the audience Creativity and Initiative actively seeks new ways of improving programmes or services; Leadership and Negotiation develops effective partnerships with internal and external stakeholders; Performance Management identify ways and implement actions to improve performance of self and others; Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility; Professionalism - displays mastery of subject matter; Teamwork contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation; Technological Awareness - displays awareness of relevant technological solutions; Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM. HOW TO APPLY In order for an application to be considered valid, IOM will only accept applications which should include a cover letter (not more than one page) and résumé highlighting the required education and experience or a duly completed IOM Personal History Form. To access the form, please visit Interested applicants may send their applications to machrsupport@iom.int no later than 20 June Position title and VN Number should be specified in the SUBJECT field. Applications from qualified female candidates are especially encouraged. Only short-listed candidates will be invited for an interview. Posting Period: From to Requisition: VN 043/2018 Sr. Treasury Assistant (G-5) Posting Channel: For Internal and External Candidates Date created: DPG 05 June 2018 WBS: OS.0040.PH Page 7 / 7