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 work environment. 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 Systems Support Officer in the Movements Systems Support, and the direct supervision of both the National Accounts Officer & the Senior Accounts Assistant in the Airline Invoicing Systems team; the Accounts Assistant will assist with the accounting for IOM Global Airlines ticket cost payables as per their assigned Airlines Assignment.
Core Functions / Responsibilities
ACCOUNTING FOR INVOICES & CREDIT NOTES
- Receive invoices & credit notes to be prepared for remittance to IOMs Global Airlines Partners by liaising with Airlines Partners and checking the validity of these documents in accordance withIOMs Global Airlines Agreements.
- Verify invoice & credit note information in order to ensure valid payments to Airlines Partners by confirming passenger details, travel details, fares, taxes, and Proflight Information are reconciledwith the Integrated Global Airline Ticker Order Registry (iGATOR) information.
- Prepare accounts payables for remittances to IOMs Global Airlines Partners by receiving invoices & credit notes from said Airlines Partners and checking the validity of these documents in accordance with IOMs Global Airlines Agreements.
- Prepare accounts payable for remittance to Airlines Partners by processing verified invoices & credit notes through the use of IOM’s accounting system, PRISM.
- Review and organize processed invoices & credit notes for submission and approval of the Sr. Accounts Assistant and the National Accounts Officer by generating lists of processed items supported by proper documentation.
- Keep AIS Sharepoint Portal up-to-date for paperless documentation by uploading invoices & credit notes received.
MONITORING & ANALYSIS OF FINANCIAL INFORMATION
- Detect, analyze, and monitor outstanding Ticket Orders (TORs) and Purchase Orders (POs) to assist in clearing a Project WBS by using monitoring tools from PRISM & iGATOR, and by cross referencing these with posting history, TOR information, and invoice documents on hand.
- Determine if outstanding TORs and POs pertain to unreceived invoices & credit notes by using analysis on PRISM information and invoice documents on hand.
- Clear invalid POs to assist in clearing the Project WBS by performing manual clearing entries and by liaising with iGATOR Tech Support or with PRISM Central Support Team (PCST) for WBS extensions.
- Follow up on unreceived invoices & credit notes with Airlines Partners to ensure that IOM is properly accounting for ticket cost expenses by liaising closely with the said Airlines Partners.
- Action on open PO items raised by the Data Monitoring Section (DMS) reports by investigating the cause of the uncleared PO status by using analysis on iGATOR, PRISM, and Invoice information.
PROVIDING SUPPORT TO FIELD MISSIONS
- Assist in iGATOR, PRISM, and invoice issues raised by Field Missions to ensure proper TOR creation by analysing the cause of the issue and by using iGATOR tools to provide the solution.
- Raise iGATOR, PRISM, and invoice issues to prevent delays in TOR creation and invoice payment by liaising with IOM Field Missions through the use of the Freshservice ticketing system.
- Comply with document requests from missions to facilitate internal & external audit requirements by providing PDF scans of the requested documents and by providing the clearing document numbers to Treasury to facilitate proofs of payment.
DATA REPORTING
- Prepare daily invoice summary for submission to the Senior Accounts Assistant by providing a list of processed invoices & credit notes and supported by the corresponding document scans.
- Prepare monthly invoice & credit note summary for submission to the National Accounts Officer by compiling all processed items for the reporting month.
- Prepare weekly summary of invoices that are nearing due date to prevent payment delays with the Airlines Partners by providing a list of invoices showing due dates, due amounts, and document references.
Education
- University degree in Accounting, Finance or a related field from an accredited academic institution, with three (3) years of relevant professional experience, preferably in administrative support or similar roles; or,
- Completed High School degree from an accredited academic institution, with five (4) years of relevant professional experience.
- Preferably a Certified Public Accountant.
Experience
- Experience in accounting or bookkeeping, preferably in accounts payable.
- Experience in working for an international/multinational environment is preferred.
- Experience in the Airlines industry is an advantage, but not required.
- Knowledge of General Accounting & Accounts Payable accounting.
- Knowledge of accounting systems such as SAP or ORACLE.
- Proficiency in using MS Office Applications.
Languages
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
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.
Core Competencies
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.
Managing and sharing knowledge
Continuously seeks to learn, share knowledge and innovate.
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.
How to apply
Interested applicants may send their applications to hrmanila@iom.int no later than 19 Jan 2024. VN Number and Position Title (VN 002-003/2024 Accounts Assistant) should be specified in the SUBJECT field.
For internal candidates, please send in your updated CV and cover letter using your IOM email account for your application to be considered valid.
Applications must consist of a cover letter, a duly-accomplished IOM Personal History Form, and a résumé highlighting education and experience relative to the above qualifications.
IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.
Only shortlisted candidates will be contacted.