OPEN TO INTERNAL AND EXTERNAL APPLICANTS

Transcription

1 OPEN TO INTERNAL AND EXTERNAL APPLICANTS Position Title Organizational Unit Duty Station Classification Type of Appointment Estimated Start Date Finance and Administrative Assistant (PMU-USRAP) Project Monitoring Unit (PMU) US Refugee Admissions Program (USRAP) Manila (Global) Administrative Centre General Service Staff/G-4 One-Year Fixed-Term (with possibility of extension) As soon as possible Closing Date 06 November 2017 Reference Code VN No. 090/2017 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 overall guidance of the Project Monitoring Unit Officer, the selected candidate will work under the direct functional and administrative supervision of the Project Monitoring Unit Supervisor. The selected candidate will be responsible for providing finance and administrative support to the Project Monitoring Unit. He/she will be given financial and administrative tasks, statistical reporting, and administrative support functions related to the US Refugee Admission Program. Manila (Global) Administrative Centre 28 th Floor, Citibank Tower, 8741 Paseo de Roxas Makati City. Philippines Tel: Fax: Internet:

2 CORE FUNCTIONS / RESPONSIBILITIES 1. Assist in the quarterly and annual preparation of the US Refugee Admission Program (USRAP) reports. Generate financial reports in PRISM. Prepare the actual financial and budget lookup table in order to generate schedules such as global budget and expenditure report, total expense, staff and office and individual location reports. Prepare the Summary of RSC Budget and Expense report Assist in the analysis of actual expense versus approved budget for the quarterly location reports. Prepare the reconciliation of quarterly USRAP expense report against PRISM balances to be submitted to Central Accounting Support (CAS) for interest computation. Prepare the quarterly breakdown of expense for the annual report. 2. Assist in the quarterly and annual preparation of USRAP statistics. Generate the matrix of arrivals and departures. Generate the report on nationalities of IOM-assisted refugees. Convert refugee departures and transits information to Excel pivot reports for additional statistics required in the donor reports. Update the financial schedules and location reports for refugee departures and transits. 3. Assist in the monthly review of USRAP expenses Review of monthly project expense, account codes used, and monitor against approved budget. Assist in the staff cost (projectization) monitoring and other staffing review. Assist in the review and clean-up of long outstanding commitments in PRISM. Communicate with field missions on budgetary and financial reporting matters. 4. Assist in the monthly review of Chief of Mission (COM) projectization to USRAP 5. Assist in the annual budget preparation Assist in the preparation of the standard budget template. Collate field office budget based on the budget template received from offices. Page 2 / 5

3 Prepare supporting review materials for Global USRAP Management (GUM) and HQ such as USRAP historical analysis for Staff, Office, Medical and Processing costs, number of officials charged to USRAP, new positions, etc. Prepare staff cost projectization schedule. 6. Assist in the upload of approved budget in PRISM Review budget submission (BNP) from offices prior to coordination with Manila Budget Support to upload budgets in the system Prepare BNP for HQ and other specific missions for review of supervisor Monitor completeness of budget in the system. 7. Provide general administrative support related to the preparation of budget and donor reporting packages, and ensuring timely dispatch of reports to HQ units, project managers, and the donor 8. Prepare the year-end schedules and reporting requirements for submission to HQ. Consolidate the quarterly Summary of Income and Expenses (Jan-Mar; Apr- Jun; July-Sep and Oct-Dec) Consolidate the quarterly Total Expenditure and Movements by region (Jan- Mar; Apr-Jun; July-Sep and Oct-Dec) 9. Update the work instructions manual relevant to the tasks assigned, subject to review of supervisor. 10. Provide assistance to staff assigned to other global projects managed by the unit. 11. Perform other related tasks as may be assigned. REQUIRED QUALIFICATIONS AND EXPERIENCE Education University degree in 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; Preferably Certified Public Accountant (CPA). Page 3 / 5

4 Experience Experience in audit an advantage; Sound knowledge of SAP accounting systems, generally accepted accounting principles, and internal controls, an advantage; Computer literacy including proficiency in MS Office applications; Good analytical and problem-solving skills; Excellent organizational skills with the ability to manage multiple tasks under time constraints; Ability to draft correspondence and communicate effectively in English. 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. HOW TO APPLY In order for an application to be considered valid, IOM will only accept applications which Page 4 / 5

5 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 06 November 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 090/2017 Finance and Administrative Assistant PMU-USRAP (G-4) Posting Channel: For Internal and External Candidates Date created: DPG 19 October 2017 WBS: RE.0004.PH Page 5 / 5