• Candidates
  Open to Internal and External Candidates
• Job classification
  General Service Staff
• Grade
  G-6
• Duty station
  Manila (Global) Administrative Centre (MAC)
• Location
  Manila
• Type of Appointment
  Fixed term, one year with possibility of extension
• Closing Date
  24 Oct 2023
• Duration of Assignment
  One year with possibility of extension
• Salary
  Php 886,335.00 per annum net of taxes

Context

Under the overall supervision of the Systems Support Officer in the Movements Systems Support, and the direct supervision of the National Accounts Officer in the Airline Invoice Settlement team; the incumbent will assist with the accounting for IOM Global Airlines ticket cost payables as per their assigned Airlines Assignment and supervise all directly reporting Accounts Assistants.

Core Functions / Responsibilities

ACCOUNTING FOR INVOICES & CREDIT NOTES

• Oversee receiving of invoices & credit notes to be prepared for remittance to IOMs Global Airlines Partners by liaising with Airlines Partners and checking the validity of these documents in accordance with IOMs Global Airlines Agreements.
• Oversee verification of invoice & credit note information in order to ensure valid payments to Airlines Partners by confirming passenger details, travel details, fares, taxes, and Proflight Information are reconciled with iGATOR information.
• Oversee preparation of accounts payables for remittances to IOMs Global Airlines Partners by receiving invoices & credit notes from said Airlines Partners and checking the validity of these documents in accordance with IOMs Global Airlines Agreements.
• 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.
• Review and organize processed invoices & credit notes for submission and approval of the National Accounts Officer by generating lists of processed items supported by proper documentation.
• Keep AIS Sharepoint Portal up-to-date for paperless documentation by uploading invoices & credit notes received.

STAFF MANAGEMENT & SUPERVISION

• Manage and supervise directly reporting Accounts Assistants to ensure proper work efficiency and effectiveness by providing guidance, assistance, and technical advice.
• Review daily invoice submissions to prepare airlines invoices for settlement by receiving FBL1N summaries from directly supervised staff.
• Serve as OIC during National Officer’s absence in order to preserve the unit workflow by addressing emails from the AIS mailbox, attending to the Charter Flight Payments, and scheduling invoices for remittance.

MONITORING & ANALYSIS OF FINANCIAL INFORMATION

• Detect, analyze, and monitor 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.
• Determine if outstanding TORs and POs pertain to unreceived invoices & credit notes by using analysis on PRISM information and invoice documents on hand.
• Clear invalid POs to assist in clearing 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.
• Follow up 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.
• Action 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

• 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.
• Raise iGATOR, PRISM, and invoice issues to prevent delays in TOR creation and invoice payment by liaising with IOM Field Missions through the use of the Freshservice ticketing system.
• Comply with 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.

DATA REPORTING

• Prepare daily invoice summary for submission to the National Accounts Officer by providing a list of processed invoices & credit notes and supported by the corresponding document scans.
• Review daily invoice summary prepared by direct reporting staff by checking the submitted list of processed invoices & credit notes to the National Accounts Officer.
• Prepare monthly invoice & credit note summary for submission to the National Accounts Officer by compiling all processed items for the reporting month.
• Prepare weekly summary of invoices that are nearing due date to prevent payment delays with the Airlines Partners by providing a list of invoices showing due dates, due amounts, and document references.

 

Education

• Completed university degree in Finance, Accounting or a related field from an accredited academic institution with four (4) years of relevant work experience; or,
• High-school diploma with six (6) years of relevant work experience.
• Certification as a Certified Public Accountant (CPA) an advantage.

Experience

• At least four years of relevant professional 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.

How to apply

Interested candidates are invited to submit their applications online by clicking on the APPLY button and completing the profile registration.