VN 143/2023

Project Monitoring Unit Supervisor

Manila (Global) Administrative Centre (MAC)

Philippines

Open to Internal and External Candidates

Job classification : General Staff

Grade : G-7

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 873,739.00 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 guidance of the Head of the Project Monitoring Unit, the successful candidate will work under the direct functional and administrative supervision of the Project Monitoring Unit Officer, will be responsible for financial and administrative support to the Project Monitoring Unit, and will be given supervisorial, financial and administrative tasks related to designated Department of Project Support and Migration Management / Immigration and Border Governance Division / Immigration and Visas Unit projects, with particular focus to the Canada Visa Application Centre (CVAC), the Korea Visa Application Center (KVAC) and the Family Assistance Program (FAP).

Core Functions / Responsibilities

1. Annual VAC (CVAC and KVAC) and FAP budget preparation

•  Review the collated field office budgets prepared by PMU staff
•  Review detailed supporting schedules and staff projectization prepared by PMU staff
•  Prepare variance analysis by project and by Mission, highlighting major changes compared to previous year’s budget and previous year’s actual expenses
•  Revise budget schedules based on management and donor/government partner reviews, keeping track of all budget changes
•  Consolidate the final approved budget package
•  Assign and review budget related work to the PMU staff as may be required

2. Monthly Financial Report and Spending Reports preparation

•  Review monthly financial reports and supporting schedules prepared by PMU staff, including the expense review done on monthly basis
•  Review the consolidated VAC statistics prepared by PMU staff
•  Review quarterly revenue analysis per mission (CVAC) prepared by PMU staff
•  Assign and review financial analysis related work to the PMU staff as may be required

3. Prepare the Final Reporting Package and Proof of Employment of Funds in the donor required format for FAP.

4. Review the monthly transactions analysis and monthly monitoring reports prepared by staff.5. Review of monthly credit card reconciliation report prepared by staff including the supporting schedules per mission and request for payment.

6. Review of consolidated monthly statistical reports for submission to VFS every 5th of the month.

•  Monthly Detailed Biometric reports per VAC
•  Monthly Volume Statistical Reports
•  No Charge Referral Report (NCR)
•  Package Transmission Report

7. Assist in preparing periodic projections, based upon analysis of trends, operational adjustments, and expected staffing levels.

8. Supervise and coordinate the creation of the new project codes and input of the approved annual budgets for assigned projects in PRIMA.

9. Review the budget revisions prepared by PMU staff for HQ and other specific missions which will be uploaded in PRIMA.

10. Review the monthly IRCC Forex rate versus XE rates prepared by staff and for submission to CVAC Global Project Manager and HQ every 15th of the month.

11. Review the Invoices and RFPs as well as the supporting schedules and documents prepared and consolidated by the staff on receivables and payables from and to the vendors.

12. Provide capacity development and supervise Finance and Administrative Assistants (VAC and FAP) ensuring appropriate and smooth completion of tasks and compliance with deadlines, reviewing staff performance through Oracle and identifying relevant training needs.

13. Update the work instructions manual (WIM) for VAC and FAP.

14. Communicate with IOM field offices, MAC and HQ regarding budgetary and expenditure issues arising from projects assigned.

15. Occasionally travel to field offices in connection with the above duties.

16. Perform other accounting, budgetary and reporting functions as may be required.

Education

•  University degree in Accounting, Business Administration, Commerce, Finance or a related field from an accredited academic institution, with five (5) 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 seven (7) years of relevant professional experience.
•  Must be a Certified Public Accountant (CPA).

Experience

•  Experience in audit is an advantage.
•  Experience working in budget preparation and financial monitoring.
•  Experience supervising staff members.
•  Experience monitoring budget of fee-based projects.
•  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.

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

•  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.

Communication

•  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.

Managing and sharing knowledge

•  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.

Teamwork

•  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.

Delivering results

•  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.

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 143/2023 – Project Monitoring Unit Supervisor) 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.