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 National Finance Officer (Manila Emergency Support unit) and overall supervision of the Chief Manila Finance Support Services, the successful candidate will be accountable and responsible for providing overall resources management support to IOM L3 and other emergency responses, and Department of Operations and Emergencies (DOE) in HQs, in support of and close coordination with the Department of Financial and Administrative Management – Emergency Support Unit (DFM-ESU).
Core Functions / Responsibilities
HUMAN RESOURCES
- Support with the recruitment processes in the Department of Operations and Emergencies (DOE) and Country Offices in L3 emergencies in close liaison with the HR Officer (HRO) of DFM-ESU and respective Division heads in DOE.
- Monitor consultancy contracts, Consultant Payment Through Payroll (CPTP), Short Term Assignment (STA) notifications and relevant documents for hiring HQ interns.
- Monitor the issuance of contracts, cost estimation, organization of events and any HR related staff concerns of DOE staff members.
- Assist the HRO in the preparation of HR and administrative reports that may be required.
- Update and keep track of the recruitment tracking matrix for DOE.
- Ensure regular updates of DoE staff list and share the report for monthly projectization.
- Prepare monthly DOE staff forecast report.
- Supervise preparation of documentation for separation, reclassification, promotion, disciplinary cases, etc. for DOE staff members.
- Monitor the administration and timely renewal of contract for international staff, consultants, interns in DOE, and advise MHRO on contract extensions for staff members in DOE in the absence of the HRO.
DOE HQ PROCURE TO PAY PROCESS
- Review relevant purchase requests (PR) in terms of compliance with procurement rules and regulations, budget availability and complete approvals.
- Review documents for vendor selection and its completeness in compliance with procurement rules and regulations
- Verify and coordinate PO creation with HQ COS and ensure accuracy and completeness of PO supporting documents.
- Initiate OIPA ticket, if needed.
MANAGE PROJECT FINANCIAL MONITORING AND REPORTING – HQ DOE and nonDOE
- Prepare analysis of finance monitoring file for HQ DOE and non-DOE Projects.
- Monitor project activation and revisions on PRIMA for HQ DOE and non-DOE projects.
- Ensure project financial closure in PRISM and PRIMA for HQ DOE and non-DOE Projects.
- Prepare donor financial reporting.
- Manage mobile subscriptions cost distribution for DOE.
- Prepare annual expense reports for DOE and other non-DOE units supported.
EMERGENCY OPERATIONS SUPPORT
- Provide resources management support and coordination not limited to, treasury, finance, human resource management, procurement, financial management, monitoring and reporting, and budgeting.
- Prepare burn rate monitoring reports monthly including gathering information on critical issues – commitments and/or low burn rate.
- Prepare CMS forecast and monitoring report every month.
- Ensure submission of current and retro CMS Projectization every month.
- Support in drafting, maintenance and compilation of Manila Emergency Support Team’s Standard Operating Procedures and approved guidelines to country offices under the unit’s support.
- Supervise, train, and guide the Resource Management Assistants to ensure quality in their outputs.
- Determine areas for improvement on country offices and provides support in capacity building to country offices under the unit’s support to increase effectiveness and efficiency on their various tasks.
- Provide support on the development, activation, financial monitoring and reporting of specified emergency projects.
- Provide support to Country Offices in emergencies undergoing project audits.
- Draft, and revise as required, Project Structures, Budgets for New Projects (BNPs) and Project Activation Request Forms (PARFs); including adding business area (s) or new WBSs and make making necessary follow-up for project release.
- Undertake duty travel to Country Offices in emergency to provide overall resources management support.
OTHER
- Prepare various regular and ad hoc reports as requested by DFM-ESU.
- Perform such other duties as may be assigned.
Education
- University degree in Accounting, Business Administration, Finance, or a related field from an accredited academic institution, with five (5) years of relevant professional experience; or
- Completed High School degree from an accredited academic institution, with seven (7) years of relevant professional experience.
- Must be Certified Public Accountant (CPA) or Certified Management Accountant (CMA) or its equivalent.
Experience
- Relevant experience preferably in project monitoring and tracking, administrative and finance functions.
- Experience in audit an advantage.
- Prior administrative experience, ideally in the field of Human Resources.
- Knowledge of administrative procedures of a national and/or international non-governmental organization will be an added advantage.
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
- Knowledge of financial rules and regulations.
- Strong interpersonal, communication and teamwork skills.
- Proven ability to establish and maintain effective working relationships with persons of diverse cultural and national backgrounds.
- Attention to detail, ability to organize paperwork in a methodical way.
- Knowledge of International Public Sector Accounting Standards (IPSAS)
- Excellent communication, interpersonal and writing skills.
- Proven experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis.
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.
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.
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 08 Dec 2023. VN Number and Position Title (VN 186-187/2023 Sr. Resources Management 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.