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 OCU and in close coordination with the Administrative Assistant in HQ, the successful candidate will be responsible for coordinating financial and human resources administrative tasks.
Core Functions / Responsibilities
- Provide administrative support to the head of OCU and to the Administrative Assistant in HQ dealing with all OCU staff contracts extension and any home-based consultancy contracts when needed by HQ.
- Prepare Request for Payment for submission to Accounts Payable Unit for processing of payment for Manila based OCU consultants.
- Provide support to the Head of OCU in processing and monitoring all the financial activities in the unit including the oversight of financial expenditure and accountability.
- Assist the OCU Head in reviewing monthly accounting closure records and returns for accuracy, ensure that these are submitted in a timely manner and completed according to IOM’s Accounting Policies and Procedures.
- Ensure that salaries are correctly allocated to the respective programmes / projects consistently with IOM's projectization criteria.
- Assist the Administrative Assistant at HQ in taking care of all documents needed for all purchases (creation of PR, BID’s analysis, vendor creation, payment requests, service agreements, etc.) when needed to be done in Manila.
- Monitor and maintain OCU online accounts, subscriptions, and software license, in close coordination with the Administrative Assistant in HQ.
- Maintain up-to-date inventories of hardware, software, and accessories, including asset disposal details.
- Work with relevant units to process staff travel, reimbursements, payments, office supplies and other procurement needs.
- Assist the Head of OCU and team members in tracking and registering daily the web requests received by the Unit.
- Assist with organizing staff meetings, taking minutes and following-up on action points.
- Manage reservation of rooms for official meetings, video and tele conferences.
- Maintain a calendar and record of staff assistance, staff leaves, travels, and official activities.
- Perform such other duties as may be required.
Education
- University degree in Accounting, Business Administration, or a related field from an accredited academic institution with three years of relevant experience or
- Completed High school / Secondary school education with five years of relevant experience.
Experience
- Experience in accounting, financial management and reporting;
- Experience in human resources, staff contracts;
- Experience working in and with international institutions
- Experience working in a multi-cultural office environment.
- Proficient with Microsoft Office 365, Windows, Office, and Outlook, and desktop software applications.
- Ability to use computer applications for staff scheduling, project management and resource tracking.
- Basic understanding of budgeting, procurement and staff administration support.
- Basic knowledge of IOM procurement rules, IT procurement and IT assets management an advantage.
- Good computer skills including knowledge of the word processing, spreadsheets and database.
- Excellent organization and analytical skills, attention to details, and ability to work with minimum supervision.
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 18 Oct 2023. VN Number and Position Title (VN 131/2023 – Finance and HR 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.
Kindly note that this position is subject to funding availability.