OPEN TO INTERNAL AND EXTERNAL APPLICANTS. Manila Human Resources Operations (MHRO) Payroll Support Unit

Transcription

1 OPEN TO INTERNAL AND EXTERNAL APPLICANTS Position Title Organizational Unit Duty Station Classification Type of Appointment Estimated Start Date Payroll Administrator Manila Human Resources Operations (MHRO) Payroll Support Unit Manila (Global) Administrative Centre General Service Staff/G-5 One-Year Fixed-Term (with possibility of extension) As soon as possible Closing Date 05 September 2018 Reference Code VN No. 058/2018 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 overall supervision of the Chief, Manila Human Resources Operations (MHRO) and the direct supervision of the National Payroll Officer, the Payroll Administrator will be responsible for the timely and accurate global processing of the payroll for all International Staff Members Worldwide, employees and non-staff members (Consultants and Interns) in Switzerland, and all local staff members in the Philippines, serving both in the Country Office and in the Manila Administrative Center. Manila (Global) Administrative Centre 28 th Floor, Citibank Tower, 8741 Paseo de Roxas Makati City. Philippines Tel: Fax: Internet:

2 CORE FUNCTIONS / RESPONSIBILITIES 1. Payroll Processing Compute and process the payroll for all International Staff Members worldwide, employees and non-staff members in Switzerland, and all local staff in the Philippines; ensuring timely and accurate payment of salaries. Prepare and submit all the required payroll reports to relevant units on a timely manner. Strictly adhere to the schedules for payroll runs and require compliance by all units involved that all payroll related data are submitted and must be received by Payroll Unit on time. Ensure that all input elements (entitlements, advances, loans, variable elements) are properly captured and encoded in PRISM. Provide assistance in the validation of payroll results to ensure accuracy of all payments and deductions. Resolve promptly all staff queries and concerns regarding salary and other entitlements, with tact and diplomacy. Ensure that amounts included on the Personnel Action for transfers, separations from service, etc. are accurately paid and/or deducted from staff members. Update projectization percentages sent by the Missions for their staff. Reconcile with relevant unit/s the projectization discrepancies to ensure staff costs are correctly charged to projects. Monitor changes in the banking information thru ESS-PRISM portal and take the necessary action. Update banking information based on the requests and documents submitted by staff members. Coordinate successful transfer of salaries to staff members bank accounts with Manila Treasury Support (MTS) and Treasury (TSY). Administer the payment of the terminal emoluments to all separated staff due to resignation, retirement, and end of contract. Ensure recovery of all outstanding debts. Send monthly payment instruction to Missions for officials receiving their salaries, locally (in-mission payment of salaries). Take note of all the exceptions for escalation and make sure that approval of appropriate entities is sought before taking the required action. 2. Payroll Accounting Generate payroll accounting entries for posting to accounting (PRISM FI). Participate in the validation of payroll accounting file. Coordinate errors and necessary adjustments in the accounting file to appropriate units and ensure accurate and timely posting to PRISM FI. Page 2 / 5

3 Ensure that payments and deductions are mapped to the correct GL for proper charging of accounts, with the guidance of the supervisor. Perform the review, monitoring and reconciliation of payroll accounts and carry out accounting procedures required of the payroll system. Analyze and resolve other payroll related accounting issues in consultation with the National Payroll Officer. Constantly communicate with different units (e.g. MFS, ACO, Budget, Mission Finance, Resource Management Officers (RMOs)) concerning accounting issues, payroll reporting and documentation; Prepare other manual payroll related adjusting entries as necessary subject to review by the supervisor. 2. Internal Control 3. PRISM Perform the cross-validation procedures before payroll exit. Periodically check adherence of payroll elements to existing rules and regulations, and related instructions, and note deviations for escalation or other necessary actions. Adhere to internal controls related to payroll. Communicate all PRISM Payroll related issues to PRISM Helpdesk and follow-up resolutions made. Recommend systems enhancements necessary to carry out payroll operations more efficiently and effectively. Make suggestions to create more useful and substantial payroll reports; Participate in testing phase of PRISM enhancements/upgrades and communicate findings/suggestions, if there are any. Occasionally provide assistance during user training to IOM staff and PSU Focal Person in missions on PRISM-HR (Payroll) functionalities. 4. Continuous improvement 5. Others Provide feedback on current payroll processes and on how effective and efficient policies and procedures are, relative to the operational processes of payroll. Recommends improvements. Ensure that all important payroll documents are kept in accordance with the agreed filing system within the unit; and reference files are updated whenever appropriate. Check on the eligibility of staff members availing cash/rental advances before endorsing to MAC/ DRM Director, for approval. Page 3 / 5

4 Assist the Mission in responding to audit queries by providing salary information (pay slip and projectization schedule) on a timely manner. Perform any other duties 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. Certified Public Accountant (CPA) or equivalent an advantage. Experience Experience in direct payroll functions, preferably in a corporate payroll operation with knowledge of banking and accounting systems, generally accepted accounting principles, business risk controls; Thorough working knowledge of payroll systems and procedures, salary calculations and accounting made through payroll systems; Adaptation/knowledge in ERP environment an advantage; Knowledge of IOM financial policies and staff rules and regulations, an advantage; Experience with SAP HR and payroll system and applications, an advantage; High level of computer literacy. 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 Page 4 / 5

5 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 05 September 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 058/2018 Payroll Administrator (G-5) Posting Channel: For Internal and External Candidates Date created: DPG 20 August 2018 WBS: OS.0040.PH Page 5 / 5