Project Monitoring Unit Supervisor VN 154/2023
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 overall guidance of the Head, Project Monitoring Unit and the direct supervision of the Project Monitoring Officer, the incumbent will be responsible for providing support to globally implemented programmes assigned to PMU, in the areas of budget coordination and financial analysis, donor reporting, management reporting, invoicing, reimbursement of expenses from donors, monitoring budget and receivables, statistics reporting and administrative support functions. The successful candidate be given administrative, financial, and supervisory responsibilities for the designated programme(s).
1. Annual and Mid-Year Budget Preparation
• Review and analyze budget requests submitted by IOM field offices, highlighting significant changes compared to the previous year’s budget and the previous year’s actual expenses.
• Review detailed supporting schedules, analysis, and review materials for management and HQ prepared by PMU staff.
• Review revised budget submitted by IOM field offices and assist in the preparation of consolidated budget.
• Revise budget schedules based on management and donor reviews, keeping track of all budget changes.
• Supervise and coordinate the upload of the approved and revised budgets in the system.
• Assign and review budget-related work to the PMU staff as may be required.
2. Financial Monitoring and Reporting
• Review project financial reports and statistics prepared by staff, including the reconciliation of quarterly expenditure reports against accounting system balance for interest computation.
• Review the quarterly breakdown of expenses for the annual report prepared by staff.
• Consolidate the quarterly and annual report draft package;
• Review the monthly monitoring reports, monthly transactions analysis, staff cost (projectization) monitoring, and other reports prepared by staff.
• Review and clean up of long outstanding commitments.
• Communicate with IOM field offices, MAC, and HQ regarding budgetary and expense issues. Monitor office response and continuously follow up unresolved issues.
• Assign and review financial analysis-related work to the PMU staff as may be required.
3. Others
• Review the year-end schedules and reporting requirements for submission to HQ prepared by staff.
• Provide necessary guidance and assistance to country offices on programme(s) procedures and on queries pertaining to the budget and accounting process.
• Assist in preparing periodic projections based upon analysis of trends, operational adjustments, and expected staffing levels.
• Supervise and coordinate the creation of new project codes for assigned projects.
• Update the work instructions manual for all processes being handled.
• Supervise the Finance Programme Assistant staff, ensuring an appropriate and smooth completion of tasks and compliance with deadlines, reviewing staff performance, and identifying relevant training needs.
• Perform other accounting, budgetary, and reporting functions as may be required.
- University degree in Accounting, Business Administration, Finance or related field from an accredited academic institution, with six years of relevant professional experience in the field of accounting, finance, budgeting or management reporting; or
- Completed High school degree from an accredited academic institution, with six years of relevant professional experience
- Must be a Certified Public Accountant (CPA) or equivalent.
- Experience in audit an advantage.
- Experience in budget preparation and financial monitoring.
- Supervisory experience is desirable.
- Sound knowledge of SAP accounting systems, generally accepted accounting principles, and internal controls, an advantage.
- Computer literacy including proficiency in MS Office applications.
- Good analytical and problem-solving skills.
- Excellent organizational skills with the ability to manage multiple tasks under time constraints.
- Ability to write narrative reports and variance analysis reports, draft correspondence and communicate effectively in English.
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.
- Proactively seeks responsibility in delivering towards the goals of the Organization.
- Plans and organizes work with a clear and deliberate focus, ensuring commitments are easily identified and progress is widely communicated.
- Stands by the actions of team or department, publicly accepting ownership.
- Takes responsibility of own shortcomings and those of the work unit, where applicable.
- Speaks and writes clearly and effectively.
- Seeks to share information with others, with due respect for diversity and the confidentiality of specific sensitive information.
- Listens and seeks to understand without bias, and responds appropriately.
- Shares information and keeps others up to date; actively seeks others’ views and ideas and respects their contribution.
- Disseminates and shares knowledge openly and actively contributes to knowledge/network communities for topics relevant to area of expertise.
- Encourages knowledge-sharing across units/departments and ensures that knowledge is captured, recorded and disseminated appropriately.
- Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.
- Contributes to an environment that is conducive to innovation and learning.
- Fosters a sense of team spirit by developing a shared understanding, accountability and enthusiasm for the team’s work.
- Displays a high level of cultural awareness, sensitivity to different ways of working and leverages individual strengths in order to build a better team.
- Shares credit for team accomplishments and ensures that the contribution of others is recognized.
- Helps create a positive team spirit, putting aside personal considerations to help the team achieve its goals.
- Produces high-quality results and workable solutions that meet clients’ needs.
- Anticipates constraints, identifies solutions and takes responsibility for addressing critical situations.
- Monitors own and others’ work in a systematic and effective way, ensuring required resources and outputs.
- Aligns projects with Organization’s mission and objectives and demonstrates a good understanding of the impact of team’s and own work on external and internal counterparts.
- Assigns responsibilities fairly and manages performance, taking account of individual strengths, workloads and interests.
- Is inclusive in decision-making and actively seeks feedback from team members and colleagues in order to identify opportunities for improvement.
- Takes sound and timely managerial decisions that are consistent with the Organization’s vision and purpose.
- Establishes and maintains relationships with a broad range of stakeholders to understand needs and gain support.
- Delegates appropriately to make the most of others’ talents, clarifying expectations and allowing autonomy in important areas while providing necessary support.
- Encourages others to take responsibility for their performance; promotes ownership, responsibility and accountability for desired results at all levels.
- Creates an atmosphere of trust and confidence in which others can talk and act without fear of repercussion.
- Gives proper credit to others, shows appreciation and rewards achievement and effort.
- Aligns own actions to the Organization’s vision, values and mandate.
- Translates strategic direction into short and medium-term plans and objectives for own team; revises objectives to reflect changes in organizational goals.
- Identifies key issues/priorities in complex situations and how they may be related to one another.
- Clearly communicates links between the Organization’s strategy and the work unit’s goals.
Interested applicants may send their applications to hrmanila@iom.int no later than 12 Sep 2023. VN Number and Position Title (VN 154/2023 – Project Monitoring Unit Supervisor) 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.
