PCST Assistant – Master Data VN 128/2023
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.
Under the general supervision of the Chief, Manila Financial Services, indirect supervision of the Financial Analyst and PCST National Officer and under the direct supervision of PCST Master Data Supervisor, the successful candidate will be responsible for the general maintenance, optimization and various modifications of the Processes and Resources Integrated Systems Management (PRISM) or SAP Master Data.
1. Master Data
- ensure accurate and timely update of Daily Subsistence Allowance and exchange rates;
- create and maintain customer codes master data in PRISM/SAP;
- create and test new costing sheet master data in PRISM/SAP;
- analyze creation and maintenance of Master Data Elements considering the impact on report preparation, consistency in financial and management reporting, and general integration of the data elements in PRISM;
- coordinate with stakeholders (e.g. FAD, DRD, RO Brussels) the creation of data elements like Donors; classification of the master data and maintain accuracy for reporting;
- create and maintain vendor accounts (air-Ticket and staff vendors) in PRISM-FI;
- ensure that staff vendor account are replicated in PRISM-FI on regular basis thru PRAA;
- assist CAS and TSY units during their monthly settlement of medical claims. He/she reconciles the record of CAS against the staff vendor accounts maintained in PRISM. Necessary coordination
- with concerned units/mission is being done. Maintains and confirms that all with entitlements are available in FI.
- assist MHRO during their monthly payroll run; confirms that errors/issues during payroll and payment run are addressed and monitored until payment and posting of transactions to ensure that all are paid correctly and timely.
- assist CAS and missions during and after the month-end and year-end closing; during the closing process the staff warrants immediate resolution to encountered errors. While, required routine processes are performed once closing of accounts concluded (e.g. revert old status of projects/WBS lines).
- respond queries from mission and MAC units related to PCST tasks;
- obtain approval from appropriate authority to ensure correct execution of tasks;
- ensure optimum integration of the system data structure to be able to maximize the use of PRISM in reporting and streamlined processes.
2. Review and update project structure in PRISM/SAP
- review WBS structure in Project System (PS) module;
- create within Grants Management (GM) module of grant and sponsored programs;
- create fund and funded programs within Funds Management (FM) module;
- review Budgeting for New Projects (BNP) and coordinate upload in PRISM/SAP;
- review project structure and modify as required to ensure that specific Donor reporting requirements will be achieved;
- ensure integrity of cross modular data integration (PS, FM & GM) and correct nomenclature;
- upon endorsement from authorized officials, inform relevant
3. Reports preparation
- generate, compile and analyse master data reports as per request; identify issues and opportunities for improvement and suggest solutions.
4. Others
- provide guidance to IOM missions, in close coordination with the Chief, MFS and other units, to align the organizational use of PRISM to ensure correct use of Master data, to ease data processing and analysis, and improve overall data quality (e.g. the correct use of Special Sponsored Programmes – SSP);
- explore opportunities of process improvement for a more efficient operation;
- solve problem and interface with IT, PRISM Teams and Missions to obtain solution to issues and problems encountered;
- perform other administrative, system and accounting functions as may be required;
- perform other related functions that may be assigned.
- Completed university degree in Accountancy, Finance, or any related field from an accredited academic institution.
- Completed High school degree from an accredited academic institution, with five (5) years of relevant professional experience;
- Preferably a Certified Public Accountant (CPA) or its equivalent
- Minimum three (3) years of relevant experience in the field of accounting or finance or information system.
- Sound knowledge of accounting systems and/or SAP/Oracle plus generally accepted accounting principles and internal controls;
- Computer literacy including proficiency in MS Office applications;
- Good analytical and problem-solving skills.
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
Interested applicants may send their applications to hrmanila@iom.int no later than 20 June 2023. VN Number and Position Title (VN 128/2023 – PCST Assistant – Master Data) 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.
