OPEN TO INTERNAL AND EXTERNAL APPLICANTS. Type of One-Year Fixed-Term (with possibility of extension)

Transcription

1 OPEN TO INTERNAL AND EXTERNAL APPLICANTS Position Title Organizational Unit Duty Station Classification Type of Appointment Estimated Start Date Accounts Assistant Airline Invoice Settlement Section (AISS) Manila (Global) Administrative Centre (MAC) General Service Staff/G-5 One-Year Fixed-Term (with possibility of extension) As soon as possible Closing Date 31 October 2017 Reference Code VN No. 088/2017 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 general supervision of the Director, Manila (Global) Administrative Centre, the supervision of the Systems Support Officer and the direct supervision of the National Accounts Officer, Airline Invoice Settlement Section (AISS), the incumbent will specifically assist with the accounting for airline transport payments under global agreements at the Airline Invoice Settlement Section (AISS). Manila (Global) Administrative Centre 28 th Floor, Citibank Tower, 8741 Paseo de Roxas Makati City. Philippines Tel: Fax: Internet:

2 CORE FUNCTIONS / RESPONSIBILITIES 1. Airline s Invoices Processing Receive Airlines invoices and credit notes under IOM s global agreement from airlines; Match airline invoices/credit notes versus Ticket Order Requests (TOR); Ensure that all invoices and credit notes are valid and in accordance with IOM s SOPs which typically include various cases such as: Flown passengers, Refunded amounts, Passengers not flown, Unutilized seat, Cancelled tickets for refund, Cancelled tickets not refundable, Cancellation/Penalty fees and Escorts; Encode verified invoices/credit notes into SAP/Prism accounting system under the Prism payable module; Review accuracy of accounting entries of encoded invoices/credit notes for each vendor account before submission to the head of AISS for approval; Request AISS head to release blocked encoded invoices; Request sign-off by Systems Support Officer; Transmit to TSY/MTS approved entry files (encoded invoices/credit notes) for remittance to respective airline bank accounts; Scan invoices and upload to Sharepoint link which is automatically generated after ZMIRO processing; Keep physical file of invoices/credit notes; Maintain business relations with counterpart airlines; liaise regarding maintenance of vendor accounts. 2. Verification of invoices and Amendments Verify IGator matched invoices/credit notes against data contained in the purchase orders to ensure that all details particularly passenger line items with corresponding values and TOR amendments are correctly transmitted in Prism; Assist missions in creating necessary adjustments of purchase orders (Prism) by creating reversal entries in Prism and coordinating with IGATOR to fix erroneous TORs particularly in the following instances when ticket order record shows: o Ticket status is USED Passenger not departed o Ticket status is USED Ticket was cancelled and refundable o Ticket status is USED Ticket was cancelled and not refundable o Ticket is voided Passenger flown o TOR needs to be closed when adjustment is no longer possible 3. Support to field missions Page 2 / 5

3 Coordinate with IGATOR Support and Prism personnel all technical issues concerning TORS and purchase orders; Analyze monthly refunds aging report and furnish refunds summary list to applicable missions; Follow up from missions outstanding refunds more than 90 days old in coordination with the concerned airlines for immediate settlement; Comply with document requests from missions (invoices/credit notes) to facilitate audit engagements from files on hand or retrieve from storage archived documents whichever is needed; Provide the necessary document numbers of remittances which are subject to audit in order for TSY/MTS to retrieve proof of payments from their files as required by auditors; Ensure proper & timely dissemination of information obtained from the AIS e- mail box so that any requests/inquiries are appropriately addressed/complied with. 4. Data Monitoring and Reporting Advise airline/mission concerned through AIS Footprints for missing TORs as well as discrepancies of existing TORS and specify necessary adjustments; Escalate issues not responded by mission/airlines to MSS Systems Officer for intervention; Reconcile vendor accounts with airlines statements of accounts and adjust/clear any payment discrepancies; Coordinate with and act on Data Monitoring Section (DMS) monthly report covering discrepancies between purchase orders and TORS; TORS with GR but not yet invoiced; and unpaid refunds; duplicate TORs; revoked TORs with GR. 5. System Enhancement Participate in PRISM / igator workgroup meetings for system enhancements; Identify required system modifications and enhancements; Participate in testing new enhancements to the existing system. 6. Perform such other duties as may be assigned. REQUIRED QUALIFICATIONS AND EXPERIENCE Education University degree in Finance, Accounting, Business Administration or a related field from an accredited academic institution, with three years of relevant professional experience in the field of accounting/bookkeeping preferably gained from an international airline; good understanding of the airline business; or Page 3 / 5

4 Completed High School degree from an accredited academic institution, with five years of relevant professional experience; Professional certification such as Certified Public Accountant (CPA) or its equivalent an advantage. Experience Ability to quickly acquire knowledge of IOM accounting rules and regulations as well as automated accounting system (SAP/PRISM) and operations system (I- GATOR); Proficient in MS Office applications. Languages Fluency in English is required. Working knowledge of French and/or Spanish an advantage. 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. Page 4 / 5

5 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 hrmanila@iom.int not later than 31 October Position title and VN Number should be specified in the SUBJECT field. Philippine citizen or foreign national with valid work permit/visa can apply. Applications from qualified female candidates are especially encouraged. Only short-listed candidates will be invited for an interview. Posting Period: From to Requisition: VN 088/2017 Accounts Assistant (G-5) Posting Channel: For Internal and External Candidates Date created: DPG 13 October 2017 WBS: AD.0105.PH Page 5 / 5