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 Head of the Manila Financial Review and Support Services, overall guidance of the Chief of the Manila Financial Services and in close coordination with Budget Division in IOM Geneva (BUD), the successful candidate is responsible for coordinating the overall completeness and quality of budget data in PRISM, analyze budget consumption trends, monitor the development and effective implementation of budget alerts, reporting and planning systems, prepare periodic budget reports for financial statements issuance and provide administrative and technical support to BUD Division with the yearly budget exercise in line with the preparation of the Annual Programme and Budget of IOM. The successful candidate is also responsible for the overall review and monitoring of the Terminal Emoluments accounts transactions and for the timely completion of the annual terminal emoluments exercise for year-end reporting purposes, will supervise the work of the MBS staff in relation to its core functions, train new staff and ensure appropriate and smooth completion of tasks and compliance with deadlines, target the seamless delivery of services to all MBS’s stakeholders (e.g. BUD, FAD, and all IOM offices) and ensure that the unit is fully staffed and participate in the recruitment process.
Core Functions / Responsibilities
1. Monitor the overall completeness and quality of budget data and follow-up with all relevant offices, including Chiefs of Mission and Project Managers. Monitor the overall processes involved in the timely completion of the quarterly budget update exercise by regularly keeping track of projects’ confirmed funding being exceeded by either the income received, or expense recorded ensuring the availability of most up-to-date budget for projects. Coordinate timely with the Project Manager and relevant finance focal for the related budgetary clarifications. Assess exemption requests and facilitate proper escalation of noted cases of non-compliance on budget submission for further review and action by SRRMO and BUD, respectively.
2. Analyze budget data with a view of proposing solutions and improvements, regularly review budget information and reports to detect inconsistencies, and incorrect data, and propose necessary actions to ensure appropriate data quality. Participate in the drafting of budget instructions/guidelines to provide guidance to offices and other stakeholders in relation to preparation and maintenance of correct data in PRISM, aiming at having a reliable source of budget information for financial and management reporting.
3. Oversee the review the updated BNPs (Budget for New Projects) and/or Project Budget Allocation module in PRIMA and budget submission from offices and ensure information is accurate, complete and in accordance with the donor agreement and approved budget breakdown.
4. Validate Project Structures to pursue correct use of the WBS structure, particularly in relation to the budget allocation among participating offices, and distribution by Staff, Office, and Operational Costs.
5. Monitor the overall budget upload process in PRISM and in PRIMA systems, verify total amounts by Staff, Office and Operational costs, and inform IOM offices once upload is completed.
6. Implement the Budget Consumption Alert (BCA) system ensuring the overall timeliness and accuracy of the data from the system generated notification advice relative to project budget ratios and consumption trends. This includes provision of value- adding analysis on all major variances noted on ongoing projects and closely coordinate to relevant stakeholders for corrective measures where necessary, identification of current or potential problems and proposing corrective measures and enhancements as appropriate to meet exceptional requirements of the stakeholders in relation to special case projects and for which the standard system design of BCA may not apply.
7. Facilitate the timely and accurate preparation of Schedule 3 (Staff and Office Expense/Budget per Implementing Mission) as part requirement in completing the Quarterly Financial Management Reports of IOM. Perform detailed review of exceptional burn rates on project budgets at the implementing office level, providing relevant analytical reports to the FAD, BUD, among others, where necessary.
8. Recommend enhancements and proper maintenance of the budgeting system to ensure that the varying business requirements of the stakeholders are met in relation to budget planning.
9. Participate in various user acceptance testing for newly created or enhanced software tools and reports.
10. Identify recurrent problems in preparation of budget data vis-à-vis the preparation of instructions and/or training materials and/or training sessions to offices.
11. Oversee the coordination and data cross check with PCST (PRISM Central Support Team) to identify data inconsistency, for budget allocation and project management assignment, as well as projects to be “Technically Complete” (TECOed).
12. Provide comprehensive technical and administrative support to the BUD Division for the overall implementation of the global budgeting system BEACON (Budget Estimation, Analysis and Consolidation) in line with the preparation of the Annual Programme and Budget. This includes but is not limited to regular coordination with field offices, ROs, HQ Departments, third party developers and in-house technical support units during budget data collection, recommend viable business ideas and solutions for reports development and implementation within BEACON, training of the system’s users and travel on duty to HQ during budget season as required.
13. Supervise the overall performance of the Assistant Budget Analyst and ensure the effective delivery of business, administrative and technical support to the Division of Budget in line with the following specially delegated tasks to MBS.
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Preparation of the Budgeting for New Projects (BNP) for all core funded (Admin and OSI) projects and facilitate the timely upload of the applicable budget data into PRISM.
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Regular monthly review and monitoring of budget allocations and expenditures for all core funded (Admin and OSI) projects and bring to the attention of BUD any unusual trends.
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Preparation of the staff costs for budgeting purposes.
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Review relevant to staff projectization for all core funded (Admin and OSI) projects in HQ and Field Offices.
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Monitoring and updating the core positions inventory list in PRISM and ensure the availability of complete and accurate information at all times.
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Coordination process of contract extensions, vacancy notices, and travel authorizations relevant to core funded (Admin and OSI) projects.
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Administration of the relevant documents of BUD on IOM Intranet or SharePoint.
14. Facilitate the calculation of the year-end Terminal Emoluments Reserve to be reported in IOM’s financial statement. Ensure timely calculation of the total IOM required reserve.
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Prepare the annual instructions for dissemination to all missions and follow up on pending data to ensure timely receipt.
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Calculate reserve required for all HQ staff and officials worldwide based on IOM SRRs.
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Perform analytical reviews of reserve requirement and propose the year-end reclassification entries.
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Prepare the Summary of Terminal Emoluments Disbursements report for both Admin and OPS for BUD and ACO Divisions' review and analysis
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Prepare the Terminal Emoluments reserve history report for actuarial analysis and reporting purposes.
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Maintain regular liaison with BUD and Human Resources Department on matters relating to the Terminal Emolument Reserve.
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Provide necessary support and guidance to field missions in the correct application of financial provisions relating to Terminal Emoluments at the time of separation of staff and for the calculation of yearly reserve.
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Review the monthly transactions charged to terminal emoluments accounts and reserve and upon request from the BUD coordinate charges in relation to the separation of the field staff members.
15. Identify various risks in the MBS processes as part of the risk management initiative of MFS and provide value adding and constructive solutions to address, if not totally mitigate, each of the related risk identified. Apply appropriate internal controls relevant to the functions and processes, enhancement of manual and automated reports and streamlining of routine tasks, among others
16. Oversee the implementation of the FinCoorp system for the automated monitoring of project budget upload and related requests and ensure the effective tracking and of issues and timely delivery of services to relevant stakeholders.
17. In coordination with the MBS Assistant, oversee the documentation, consolidation and updating of policies, guidelines, procedures and work instructions manual of MBS. Initiate the implementation of systematic record retention or back-up system for historical and active files of MBS.
18. Respond to the audit memos and interviews; and prepare required documentation/schedules by the Internal or External Auditors.
19. Perform such other duties as may be assigned.
Education
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Master’s degree in Accounting, Finance or a related field from an accredited academic institution, with two years of relevant professional experience; or
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University degree in Accounting, Finance or a related field from an accredited academic institution with four years of relevant professional experience;
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Candidates with CPA, CMA, or CFA qualifications will be given preference.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
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Supervisory experience is desirable.
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Sound knowledge of accounting systems and/or SAP plus generally accepted accounting principles, business risk controls, and audit/review procedures;
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Computer literacy including proficiency in MS Office applications;
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Good analytical and problem-solving skills.
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.
Courage
Demonstrates willingness to take a stand on issues of importance.
Empathy
Shows compassion for others, makes people feel safe, respected and fairly treated.
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.
Building Trust
Promotes shared values and creates an atmosphere of trust and honesty.
Strategic Thinking and Vision
Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
Humility
Leads with humility and shows openness to acknowledging own shortcomings.
How to apply
Interested candidates are invited to submit their applications online by clicking on the APPLY button and completing the profile registration.
Previous candidates do not need to reapply.
FEES
IOM does not charge any fees at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.