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 guidance of the Head of the Project Monitoring Unit, the successful candidate will work under the direct functional and administrative supervision of the Project Monitoring Unit Officer, will be responsible for financial and administrative support to the Project Monitoring Unit, and will be given supervisorial, financial and administrative tasks related to designated Department of Project Support and Migration Management / Immigration and Border Governance Division / Immigration and Visas Unit projects, with particular focus to the Canada Visa Application Centre (CVAC), the Korea Visa Application Center (KVAC) and the Family Assistance Program (FAP).
Core Functions / Responsibilities
1. Annual VAC (CVAC and KVAC) and FAP budget preparation
- Review the collated field office budgets prepared by PMU staff
- Review detailed supporting schedules and staff projectization prepared by PMU staff
- Prepare variance analysis by project and by Mission, highlighting major changes compared to previous year’s budget and previous year’s actual expenses
- Revise budget schedules based on management and donor/government partner reviews, keeping track of all budget changes
- Consolidate the final approved budget package
- Assign and review budget related work to the PMU staff as may be required
2. Monthly Financial Report and Spending Reports preparation
- Review monthly financial reports and supporting schedules prepared by PMU staff, including the expense review done on monthly basis
- Review the consolidated VAC statistics prepared by PMU staff
- Review quarterly revenue analysis per mission (CVAC) prepared by PMU staff
- Assign and review financial analysis related work to the PMU staff as may be required
3. Prepare the Final Reporting Package and Proof of Employment of Funds in the donor required format for FAP.
4. Review the monthly transactions analysis and monthly monitoring reports prepared by staff.
5. Review of monthly credit card reconciliation report prepared by staff including the supporting schedules per mission and request for payment.
6. Review of consolidated monthly statistical reports for submission to VFS every 5th of the month.
- Monthly Detailed Biometric reports per VAC
- Monthly Volume Statistical Reports
- No Charge Referral Report (NCR)
- Package Transmission Report
7. Assist in preparing periodic projections, based upon analysis of trends, operational adjustments, and expected staffing levels.
8. Supervise and coordinate the creation of the new project codes and input of the approved annual budgets for assigned projects in PRIMA.
9. Review the budget revisions prepared by PMU staff for HQ and other specific missions which will be uploaded in PRIMA.
10. Review the monthly IRCC Forex rate versus XE rates prepared by staff and for submission to CVAC Global Project Manager and HQ every 15th of the month.
11. Review the Invoices and RFPs as well as the supporting schedules and documents prepared and consolidated by the staff on receivables and payables from and to the vendors.
12. Provide capacity development and supervise Finance and Administrative Assistants (VAC and FAP) ensuring appropriate and smooth completion of tasks and compliance with deadlines, reviewing staff performance through Oracle and identifying relevant training needs.
13. Update the work instructions manual (WIM) for VAC and FAP.
14. Communicate with IOM field offices, MAC and HQ regarding budgetary and expenditure issues arising from projects assigned.
15. Occasionally travel to field offices in connection with the above duties.
16. Perform other accounting, budgetary and reporting functions as may be required.
Education
- University degree in Accounting, Business Administration, Commerce, Finance or a related field from an accredited academic institution, with five (5) years of relevant professional experience in the field of accounting, finance, budgeting or management reporting; or,
- Completed High school degree from an accredited academic institution, with seven (7) years of relevant professional experience.
- Must be a Certified Public Accountant (CPA).
Experience
- Experience in audit is an advantage.
- Experience working in budget preparation and financial monitoring.
- Experience supervising staff members.
- Experience monitoring budget of fee-based projects.
- Sound knowledge of SAP accounting systems, generally accepted accounting principles, and internal controls, an advantage.
- Computer literacy including proficiency in MS Office applications.
- Good analytical and problem-solving skills.
- Excellent organizational skills with the ability to manage multiple tasks under time constraints.
- Ability to write narrative reports and variance analysis reports, draft correspondence and communicate effectively in English.
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.
Managerial Competencies
Empowering others
Creates an enabling environment where staff can contribute their best and develop their potential.
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.
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 15 August 2023. VN Number and Position Title (VN 143/2023 – Project Monitoring Unit Supervisor) should be specified in the SUBJECT field.
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.