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 and direct supervision of the Movement Systems Support Officer, the Chief, Resettlement and Movement Management Division (RMMD)/HQ, the successful candidate will be responsible for the accounting of airline transport payments under the Global agreements at the Airline Invoice Settlement Section (AISS).
Core Functions / Responsibilities
SUPERVISION OF ACCOUNTING FOR INVOICES & CREDIT NOTES
- Oversee & supervise receiving, verification, and preparation of airlines invoices to be prepared for remittance to IOMs Global Airlines Partners by reviewing Accounts Assistants’ & Senior Accounts Assistants’ lists of invoice submissions.
- Supervise accounting for accounts payable to IOMs Global Airlines Partners to promote adherence with the Financial Management and Reporting Procedures by monitoring and reviewing PRISM entries through FBL1N, ZMIRO, and other relevant PRISM Transaction Codes.
- Supervise preparation of accounts payable for remittance to Airlines Partners by processing verified invoices & credit notes through the use of IOM’s accounting system, PRISM.
- Oversee timely invoice remittances in order to prevent payment delays by closely monitoring invoice and credit note schedules based on due dates.
- Review and organize processed invoices & credit notes from Accounts Assistants and Senior Accounts Assistants for submission and approval of the Systems Support Officer by checking.
- Oversee AIS SharePoint Portal to keep relevant information up-to-date for paperless documentation by uploading invoices & credit notes received.
SUPERVISION & MONITORING OF GLOBAL ACCOUNTS
- Oversee & supervise the monitoring of IOM Global Partners’ accounts in order to ensure timely payment of invoices & credit notes by organizing a payment schedule based on invoice status and due dates for each relevant Global Accounts.
- Analyze & oversee special cases for downpayment when TORs are unavailable in order to ensure timely payment to Global Partners by using F-47 or FB01 PRISM transactions.
- Liaise with Global Partners pertaining to payment concerns in order to minimize delay in payment by closely investigating the scenario and providing the corresponding accounting corrections.
- Review and update the assignment of Global Accounts to AIS staff in order to maintain an efficient and effective workload balance by workload reports and assigning Global Accounts to compatible AIS staff.
FINANCIAL REPORTING
- Oversee preparation of AIS reports pertaining to invoices, credit notes, and payment schedules in order to ensure timely payment to Global Partners by reviewing submitted reports on a daily basis.
- Oversee preparation of AIS reports pertaining to global movement, total settlement, purchase order status, and any other reports pertaining to Financial matters to be prepared for submission to MAC, RMM, or IOM Missions by preparing Monthly, Bi-Annual, and adhoc reports upon request.
MONITORING & ANALYSIS OF FINANCIAL INFORMATION
- Oversee the detection, analysis, and monitoring of outstanding TORs and 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.
- Oversee the clearing of invalid POs to assist in finalizing 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.
- Oversee follow-ups 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 & IOM Missions.
- Oversee solutions 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
- Oversee the use of Freshservice Ticketing system in order to keep track of raised TOR issues by creating & updating Freshservice Tickets, and by updating the automated process workflows in Freshservice.
- Oversee and 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.
- Supervise invoice 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.
BUSINESS SYSTEM REQUIREMENTS
- Oversee changes in business requirements pertaining to invoice processing, financial reporting, and process workflows in order to keep up-to-date with modern standards and requirements by seeking ways to improve upon the currently used systems.
- Act as a focal person for any discussion on system changes & improvement in order to keep the unit informed and updated on the latest system changes by actively participating in meetings and knowledge-sharing activities.
Education
- Master’s degree in Accounting or Finance from an accredited academic institution; or
- University degree in the above fields, with two years of relevant professional experience preferably in accounting;
- Certified Public Accountant (CPA) or equivalent is a preference.
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 Apps
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.
Managerial Competencies
Leadership
Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
Empowering others
Creates an enabling environment where staff can contribute their best and develop their potential.
Strategic Thinking and Vision
Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
How to apply
Interested applicants may send their applications to hrmanila@iom.int no later than 5 Feb 2024. VN Number and Position Title (VN 015/2024 – National Accounts Officer) 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.
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.
Kindly note that this position is subject to funding availability.