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 direct supervision of the Sr. Financial Analyst, the Sr. Administrative and Finance Assistant will be responsible and accountable for carrying out health programme monitoring, and administrative-finance (PAF) functions of the Global Migration Health Division (MHD) unit based at the Manila (Global) Administrative Center (MAC).
Core Functions / Responsibilities
Financial monitoring and reporting
- Produce and enhance monthly,quarterly, and annual financial monitoring reports using established templates for large global migration health assessment programmes, specifically the Interim Federal Health Programme(IFHP)’s Predeparture Medical Services for Canada bound refugees and also provides support to other health projects managed by MHD HQ including MAC Global Health Assessment Projects (GHAPs),Departure Health checks Australian government-funded refugees project, US Centre for Disease Control and Prevention(CDC) Cooperative agreement projects, IOM Tele-radiology Programme, ,Pilot vaccination and Presumptive Treatment for US-bound refugees Project. .
- Conduct and provide preliminary financial performance analysis and transaction review on both revenue and expenses on a monthly and quarterly basis and ensure that country offices are informed of the findings and necessary actions has been undertaken. Keep email threads as support during audit investigations.
- Maintain and update a record of the historical and current financial and caseload trend of the programme; Identify potential problem, and propose corrective measures and reporting enhancements, when necessary.
- Assist in the preparation financial of reports and presentation materials for submission to the Project Manager (PM) and/or IOM Ottawa or IRCC.
Budget Preparation and Evaluation
- Conduct reviews and analyses of new and supplemental/revised budget requests submitted by IOM missions. Communicate the findings and recommendations and follow up with field offices until action has been taken.
- Consolidate budget requests by collating and encoding data into the established templates.
- Assist in the preparation and review of Budgeting for New Projects (BNP) based on approved budget prior to upload.
- Follow up with offices on the submission of missing budget packages.
Other admin-finance support tasks
- Perform monthly review and billing of invoices, evaluate thoroughly its supporting documents, and scrutinize the eligibility and completeness, and process of the medical claim information.
- Prepare, monitor, and maintain Accounts Receivable Aging and Payment Summary Report and reconcile IOM claims and medical cases reimbursed by the donor to be able to identify unpaid and rejected claims for coordination.
- Assist in the project activation procedures and financial closing of global migration health projects.
- Assist in the development and enhancement of templates, automating management view reports through dashboards, spending review, Budget Submission Package (BSP) analysis, and financial performance indicator generation.
- Assist in the Update standard operating procedures (SOP), work instruction manuals, and other initiatives within the assigned work areas.
- Organize and manage the filing system of the PAF working documents and reports including the maintenance and management of medical claim files.
- Assist in responding to internal and external audit queries and investigations, such as supplying the necessary supporting documents, and implement audit recommendations on budget preparation and evaluation as well as financial monitoring and reporting.
- Assist in the preparation of monthly salary projectization of MHD GSCS staff in MAC and HQ.
- Serves as Team Lead in the absence of the supervisor.
- Provide training support on administrative and financial issues within the assigned work areas.
- Support ICT and MHI in designing controls to eliminate Quality Control issues in invoicing and revenue accounting, by timely providing the relevant data to justify changes.
- Provide recommendations on how to further improve current processes so as to align with IOM policies and procedures.
- Coordinate with Treasury on payment received and with Revenue on accruals of revenue, clearing of accounts receivable and adjustment entries.
- Perform other related duties that may be assigned.
Education
- University degree in Accounting, Finance, Business Administration or a related field from an accredited academic institution, with three years of relevant professional experience in the field of accounting, finance, budgeting or auditing; or
- Completed High school degree from an accredited academic institution, with five years of relevant professional experience.
- Certified Public Accountant (CPA) or equivalent is an advantage.
Experience
- Experience in handling accounting systems (e.g., SAP, Oracle, etc.), financial management, budgeting, financial planning and cost analysis, internal controls and audit/review procedures;
- High level of computer literacy, especially in MS Excel and PowerPoint applications; knowledge of other IT packages and their implementation an advantage;
- Good analytical and problem solving skills with an eye for details;
- Excellent organizational and multi-tasking skills.
- Experience in invoicing and medical insurance claims processing is an added advantage.
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.
Delivering results
Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
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.
How to apply
Interested applicants may send their applications to hrmanila@iom.int no later than 6 March 2023. VN Number and Position Title (VN 026/2023 – Sr. Administrative and Finance Assistant) should be specified in the SUBJECT field.
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 and an offer will be made following the confirmation of funding.