VN 145/2023

National Finance Officer (Canada PDMS Project)

Manila (Global) Administrative Centre (MAC)

Philippines

Open to Internal and External Candidates

Job classification : National Officer

Grade : NO-A

Duty station : Manila (Global) Administrative Centre (MAC)

Type of Appointment : Fixed term, one year with possibility of extension

Closing date : 15 Aug 2023

Duration of Assignment : One Year with possibility of extension

Salary : Php 1,195,132 per annum net of taxes

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 Finance Officer (Migration Health Division (MHD)) in Geneva, the direct supervision of the Finance and Administrative Officer (MHD) in Manila; and in close coordination with the Global Radiology Coordinator and Migration Health Support (MHS) staff in Manila, the successful candidate will be accountable and responsible for supporting the day-to-day health programme monitoring, donor invoicing and information updates and other administrative-finance functions of the Team assigned to work on the Canada PDMS Project within the Health Programme Monitoring and Admin-Finance Support (PAF) Section, based at the Manila (Global) Administrative Centre.

Core Functions / Responsibilities

1. Health Programme Financial Monitoring & Performance Evaluation

•  Assess the project’s overall performance, highlighting critical issues or material findings noted and coordinate the recommendation to the Finance and Administrative Officer-MHD (MAC), Finance Officer-MHD (HQ), and Global HAP Coordinator-MHD(HQ).
•  Continuously monitor the activities at Country Offices levels and ensure verification of the related data as well as signal any non-compliance to relevant units as appropriate.
•  Provide regularly an in-depth and comprehensive financial and budgetary assessment, monitoring and management reporting for global MHD projects, including structure of expenditures, service fees and caseload; perform regular financial performance assessment per implementing CO and per global project falling under the Health Assessment Programme (HAP).
•  Assess historical and current financial trends of global MHD projects as well as individual location actual and anticipated financials, budgets and fees based on monthly financial reports; identify current or potential problems, and propose corrective measures and reporting enhancements, if necessary.
•  Facilitate the preparation, review and consolidation of historical, periodic and annual financial performance reports and dashboards and consolidate narrative reports summarizing the activities and financial figures and caseload for the global projects.
•  Regularly ensure correct invoicing of the donor through Medavie Blue Cross and monitor receiving of related funds.
•  Prepare complex financial business models, forecasting and strategies requiring in-depth factual assessments for MHD’s global projects.

2. Budget Preparation, Assessment, Consolidation and Evaluation

•  Collaborate with various Units in MAC on financial and budgetary matters; communicate with relevant staff like RMO, CoM and CMHO as required IOM Country and Regional Offices regarding budgetary or expenditure issues of the PDMS projects.
•  Participate in the preparation and consolidation of annual (including new and supplemental budgets) for the MHD’s Global Support and Coordination Services (GSCS), IOM Teleradiology Programme and One-time Development Budgets.
•  Consolidate and assess annual (including new and supplemental) budget requests and narrative justification for global MHD Projects. Communicate the findings and recommendations to the COs for adjustments and provide the final analysis on a timely basis to the supervisor; and
•  Oversee the review of CO budgets to ensure that the correct approved budget figures are uploaded on a timely manner in PRISM based on the budget templates and in accordance with the established WBS mapping guide for the global project.
•  Facilitate the consolidation and timely submission of the annual service fees to the Immigration, Refugees, and Citizenship Canada (IRCC).
•  In coordination with the Finance and Administrative Officer, develop and enhance the budget and service fee templates used by field staff for the above-mentioned projects based on the agreed upon pricing strategy.

3. Other admin-finance support tasks

•  Supervise the bi-weekly quality control and consolidation of invoices and evaluate thoroughly its supporting documents, scrutinize eligibility and completeness, and ensure submission of invoices for reimbursement in a timely manner.
•  Participate in discussions, updates, and changes in the IFHP technical instruction together with MHD HQ, IOM Ottawa, and Policy Program Advisors of the Immigration, Refugees, and Citizenship Canada (IRCC) for coordination to all IOM affiliated panels and clinics.
•  Keep HQ and the donor appraised of developments, suggest and organize meetings for discussions on administrative subjects of concern. Coordinate any IFHP consultation, invoicing queries, panel registrations, and payment reconciliations to the IFHP claims coordinator and business analyst of Medavie Blue Cross.
•  Maintain close working relatonship with IOM ICT teams dedicated to the functioning of the MiMOSA and E-medical software, review and recommend solutions to MiMOSA recurring issues affecting the invoice processing and coordinate/escalate these findings to MHI and support ICT; and prepare advisories related to important data management updates to IFHP implementing missions.
•  Assist in developing guidelines, Standard Operating Procedures (SOP) and training modules within the work area.
•  Directly supervise and train all the team members and ensure that the necessary resources are provided to assist them in the performance of the assigned tasks.
•  Update training modules, materials and presentations on global projects assigned to the Unit.
•  Participate in delivering financial presentations, trainings, webinars, as needed. Provide financial guidelines and instructions to Country Offices in coordination with the supervisor, MHD HQs, PMs and relevant Units in MAC and Head Quarters(HQ).
•  Provide appropriate budget line(s) upon request as well as guidance on administrative and financial matters to the MHD MAC team in consultation with the Finance and Administrative Officer. Coordinate any related concerns on the financial management rules, internal controls, and procedures to the relevant Finance and Accounting Division units.
•  Ensure creation and update of the PDMS project structures in PRIMA as needed.
•  Ensure the installation and maintenance of project related backup of documents.
•  Contribute to the preparation of the MHD Annual Financial report.

4. Perform such other duties as may be assigned.

Education

•  Master’s degree in Accounting, Finance or a related field from an accredited academic institution, with relevant professional experience; or,
•  University degree from an accredited academic institution, with two (2) years of relevant professional experience.
•  Must be a Certified Public Accountant (CPA).

Experience

•  Experience in the field of accounting or finance; experience in audit and invoicing is an advantage.
•  Supervisory experience and ability to lead a team.
•  Experience in writing financial performance narrative reports, budget narrative analysis, financial standard operating procedures and work instruction manual is a must; and
•  Experience in automating financial, budgeting and invoicing processes an added advantage.
•  Proven experience of working in medical insurance is an added advantage.
•  Sound knowledge of accounting systems and/or SAP plus generally accepted accounting principles, business risk controls, and audit/review procedures.
•  Computer literacy including proficiency in MS Office applications, particularly in MS Excel.
•  Capacity to discuss with donor representatives, to organize meetings and initiate negotiations based on accurate information presentation; and
•  Proven analytical and problem-solving skills.

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

•  Demonstrates individual responsibility for defining and delivering on the Organization’s priorities.
•  Delegates authority to match responsibilities, and holds staff accountable for agreed-upon commitments.
•  Consistently assumes responsibility for Divisional or Departmental actions by explaining successes, failures, and proposing remedial actions.
•  Invests significant time in creating a culture of accountability and responsibility by using experience and advice to guide others.

Communication

•  Clearly and simply communicates the IOM mandate and seeks opportunities to represent the organization externally to promote its mandate.
•  Communicates confidently, commands attention and respect when speaking, and projects credibility.
•  Influences others and negotiates effectively through a persuasive, flexible approach.
•  Keeps staff informed of decisions and directives of senior management and communicates them in a manner that ensures understanding and acceptance.

Managing and sharing knowledge

•  Promotes the development and use of organization-wide knowledge sharing systems that capture all relevant information from sources inside and outside of the Organization.
•  Leads in defining and prioritizing the Organization’s knowledge needs.
•  Establishes and fosters a culture that encourages change, innovation and continuous learning.
•  Encourages and supports others to be innovative and actively generates new perspectives on own and team’s work.

Teamwork

•  Advocates for collaboration across the Organization and creates collaborative systems and integrated processes to achieve Organizational goals.
•  Builds consensus for task purpose and direction with colleagues at all levels.
•  Monitors and evaluates the effectiveness of partnerships and takes action to enhance their effectiveness.
•  Identifies and breaks down barriers to cooperation within teams, and between teams, units, sections, divisions, and organizations.

Delivering results

•  Challenges self and team to deliver high quality results, in line with Organizational goals.
•  Leads and facilitates work planning, alerting those involved of potential obstacles and helping to identify suitable alternative options as needed.
•  Persuades management to undertake new projects and services that benefit internal and external clients; uses performance standards to monitor projects.
•  Tailors organizational targets to meet changing demands in the external environment.

Managerial Competencies

Leadership

•  Proactively develops strategies to accomplish objectives and empowers others to translate vision into results.
•  Provides clear vision, direction and purpose and charts a clear course to achievement.
•  Does not accept the status quo; drives for improvement and change, inspiring others to embrace it.
•  Builds positive influence across the wider organization and strategic relationships with external stakeholders.

Empowering others & building trust

•  Encourages individuals to take initiatives and responsibility for putting new ideas/activities into practice and making them work.
•  Supports teams to succeed, devoting dedicated time to empowering people through coaching and mentoring and sharing expertise/knowledge.
•  Inspires enthusiasm and a positive attitude in people towards their work and contribution to the Organization’s success.
•  Promotes autonomy and empowerment throughout the Organization.

Strategic thinking & vision

•  Always works with an orientation to the future, encouraging others to consider the Organization’s medium and long-term strategy when setting departmental objectives.
•  Steps back from operational issues to focus on a long-term direction for the area of responsibility.
•  Identifies strategic issues and risks that may impede the delivery of the Organization’s strategic objectives and addresses concerns in a timely manner to gain buy-in from stakeholders.
•  Generates and communicates broad and compelling organizational direction inspiring others to pursue that same direction.

How to apply

Interested applicants may send their applications to hrmanila@iom.int no later than 15 August 2023. VN Number and Position Title (VN 145/2023 – National Finance Officer (Canada PDMS Project)) 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 and an offer will be made following the confirmation of funding.