Finance and Administrative Assistant VN 131/2023
Philippines
JOB DETAIL
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 performing administrative, financial and project management tasks.
Core Functions / Responsibilities
- Provide administrative support to the Head of OCU and to the Administrative Assistant in HQ by 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 monitoring and overseeing the financial management for all 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 on 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.
- Suggest improvements to internal processes to help streamline existing and new procedures taking into consideration the specific needs of the unit.
- Assist the Administrative Assistant 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 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 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 (3) years of relevant experience; or,
- Completed High school / Secondary school education with five (5) years of relevant experience.
Experience
- Experience in accounting, financial management and reporting.
- Experience in preparing clear and concise financial and management reports; and,
- Experience working in and with international institutionsExperience working in a multicultural office environment.
- Strong organizational skills.
- Excellent level of computer literacy.
- Ability to work effectively and harmoniously in a diverse environment.
- Excellent communication skills in English (oral and written).
- Proven ability to produce accurate, precise, high-quality work and meet deadlines; and,
- Ability to multi-task, prioritize and work independently.
Languages
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
Values
Inclusion & respect for diversity
- Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
- Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
- Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
- Challenges prejudice, biases and intolerance in the workplace.
Integrity & transparency
- Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
- Delivers on commitments; manages the organization’s resources reliably and sustainably.
- Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
- Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
- Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
Professionalism
- Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
- Seeks to raise professional standards in self and others through daily work and activities.
- Adapts quickly to change and is decisive and versatile in face of uncertainty.
- Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
Core Competencies
Accountability
- Accepts personal responsibility for quality and timeliness of work.
- Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
- Operates in compliance with organizational regulations and rules.
- Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.
Communication
- Presents information using language and sequence of ideas that is easy for recipients to understand.
- Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
- Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
- Listens carefully and genuinely to the views and positions of others; acts on received information.
Managing and sharing knowledge
- Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
- Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
- Puts new learning into practice and draws on diverse sources of ideas and inspiration.
- Contributes to the identification of improvements to work processes and assists in implementing them.
Teamwork
- Establishes strong relationships with colleagues and partners; relates well to people at all levels.
- Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
- Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
- Coordinates own work with that of the team to meet agreed priorities and deadlines.
Delivering results
- Produces quality results and provides quality services to clients.
- Meets goals and timelines for delivery of products or services.
- Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
- Shows understanding of own role and responsibilities in relation to expected results.
How to apply
Interested applicants may send their applications to hrmanila@iom.int no later than 26 Jul 2023. VN Number and Position Title (VN 131/2023 – Finance and Administrative Assistant (OCU)) should be specified in the SUBJECT field.
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.
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