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 supervision of the Chief of Mission and direct administrative supervision of the Country Chief Migration Health Officer, and with technical supervision provided by the Resource Management Officer, the incumbent will be responsible and accountable for coordinating in all aspects of the administrative and financial management of the Migration Health Centre.
Core Functions / Responsibilities
Finance Responsibilities and Accountabilities
- Supervise the Finance and Administrative Assistant and Cashiers and coordinate their work activities as well as overseeing the petty cash account (disbursement and liquidation), the preparation of month end cash certificate and conduct of periodical Surprise Cash Counts. Perform Staff Evaluation System (SES) for above staff and provide constructive feedback and support.
- Assists Chief Migration Health Officer (CMHO) in preparing the GHAP Budget and on financial surveys related to the HAP service fees, including financial data capturing, analysis and various forecasting.
- Assist CMHO in carrying out the financial recording and reporting requirements of the Manila Health Centre including monitoring expenditures and available funds, accounting and review of project budget, including the funds availability checking of Online Purchase Requests.
- Respond to quarterly monitoring reports forwarded by MHD-PAF and recode expenses as requested.
- Coordinate with the mission’s Accounting Unit to receive extracts of bank statements to validate payment from FLoD clients and coordinate the entry of PRISM data to record that revenue.
- Attend to the requirements of internal and external finance audit and monitoring processes as required.
- Review the cashier’s daily collection report submitted by the Finance and Administrative Assistant and ensure the entries in PRISM correspond with the transactions recorded in UKTB and MIMOSA.
- Review the daily and monthly Teleradiology Primary Reading caseload report submitted by the Finance and Administrative Assistant.
- Set up the primary reading service fees and record incoming invoices related to expenses drawn against Manila Health Centre’s Imprest Fund in PRISM.
- Review Request for Payments of Weekly Collection Report submitted by Finance and Administrative Assistant and Imprest Fund Replenishment submitted by Messengers.
- Liaise with partner bank when there are changes and updates on deposit pick up schedule and agreement.
- Participate in the development and enhancement of tools and guidelines, risk-assessment reviews, and the improvement and implementation of internal controls.
Administrative Responsibilities and Accountabilities
- Supervise messengers and drivers and coordinate their work activities, Perform Staff Evaluation System (SES) provide constructive feedback and support.
- Coordinate with the supervisors of outsourced utility and security personnel on regular basis. Review and approve the timecards including overtime of outsourced utility and security personnel.
- Coordinate and monitors the office construction, renovation or improvements including repairs and maintenance of the facility and air-conditioning units.
- Monitor the overall administrative activities of the Manila Health Centre including repairs and maintenance of office equipment and facility, office inventory system as well as review and approve all gate pass and work permits in an efficient and effective way.
- Identify staffing needs and coordinate/participate in the recruitment of new staff.
- Oversee internal procedures and tracking systems for correspondence and maintenance of administrative files.
- Provide guidance and support to the new MHC and consultant staff, interns, and staff on TDY and ensure that they are provided with the appropriate administrative information and equipment to perform their duties.
- Coordinate with other IOM Philippines Country Office Units and departments when necessary to ensure streamlining between different activities.
- Review systems and processes under area of responsibility to ensure that they meet the needs of the MHC and formulate proposals for improvements.
- Perform other tasks that may be assigned by the supervisor.
Education
- High School diploma with seven (7) years of relevant experience; or,
- Bachelor’s degree in Business Administration, Accounting, Finances, or related fields from an accredited institution with five (5) years of relevant professional experience.
Notes
Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).
Experience
- Minimum of five years in an accounting or finance role.
- Minimum of two years in supervisory role.
- Proven Experience in premises management and administrative role.
- Attention to detail, ability to organize paperwork in a methodical way;
- Discreet, details and clients-oriented, patient and willingness to learn new things; and,
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Skills
- Excellent Accounting software skills.
- Excellent organizational and multitasking skills.
- Strong ethics, with an ability to manage confidential data.
- Proven knowledge in overall office administration in a multicultural environment.
- In depth knowledge in Liaison, coordination, communication, and presentation.
Languages
Fluency in English and Filipino (oral and written) is required for this position. Working knowledge of one additional UN Language (French, Spanish, Arabic, Russian or Chinese) is an advantage.
Others
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.
The position involves onsite and/or offsite work (or a combination of both). The working modality will be further discussed during the interviews if candidate is available to work on-site and/or offsite.
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
In order for an application to be considered valid, IOM will only accept applications which should include a cover letter (not more than one page), a résumé highlighting the required education and experience, and a duly completed IOM Personal History Form. To access the form, please visit this link (four pages).
Interested candidates are invited to submit their applications via hrphilippines@iom.int not later than 8 February 2023. Position title and SVN Number (VN 2023 003 – Sr. Finance and Administrative Assistant) should be specified in the SUBJECT field.
Only shortlisted candidates will be contacted.