National Project Monitoring Officer
Manila (Global) Administrative Centre (MAC)
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 : 16 Jun 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.
The successful candidate will be reporting to and under the functional guidance of the Canadian Orientation Abroad (COA) Global Program Manager and under the administrative supervision of the Head, Project Monitoring Unit. The scope of this position includes monitoring of budget and expenditure for the COA program and its various initiatives.
Core Functions / Responsibilities
- Perform the global financial functions for the COA program as follows:
- Prepare the quarterly donor financial reports and invoices;
- Prepare quarterly and annual in-depth financial analysis for COA and its various initiatives, including budget versus spending for each COA budget site, and financial monitoring of COA training in permanent locations versus in mobile training missions;
- Monitor expenditures in all COA permanent sites ensuring that the actual expenditures will not exceed the total approved budget for the whole fiscal year. Advise COA field coordinators and IOM Mission RMOs on the need to monitor certain budget lines more closely;
- Perform the monthly review of all revenue and expense transactions, including the use of proper WBS and cost element and coordinate with mission finance contacts for any adjustments;
- Regularly communicate and provide recommendations to the COA Program Manager on possible actions to prevent total program budget over-run;
- Provide financial support and training to IOM missions and their accounting staff on COA budget and other financial matters;
- Prepare, review and consolidate, in coordination with COA Management and IOM regional and country missions, the overall COA program budget to accompany the annual narrative proposal to the Canadian government for project funding;
- Perform the budget review and revision exercise for submission to the Canadian government as requested or whenever necessary;
- Communicate closely with the COA Program Manager, Field Offices and the Canadian government on budgetary and financial reporting matters, as necessary.
- Implement record retention or back-up system for historical and active files of COA program related to contribution and service agreements, approved budgets, reports, and receipt of funds.
- Assist internal and external auditors in matters concerning COA program.
- Provide recommendations, assistance and support to COA Program Management team for program dynamics, formulating strategic financial planning and long-term goals by conducting financial program review to identify strengths, weaknesses, and opportunities and to evaluate operational effectiveness.
- Document project process workflow and financial monitoring tool that would reflect the standard operating procedures for compliance and uniformity of procedures in terms of project expenditures. Update the policies, procedures and work instructions manual as necessary.
- Recommend and establish internal controls in ensuring that the program funds will be used in accordance with the donor’s Contribution Agreement and in compliance with IOM rules and regulations.
- Deliver presentations to the donor, the Government of Canada, through Immigration, Refugees and Citizenship Canada (IRCC), and to other entities for an overview of the COA program particularly for global finance, budget and statistics.
- Travel to Field Offices in connection with the above duties.
- Perform such other related duties as may be assigned.
- Master’s degree in Accountancy, Business Administration, Finance or a related field from an accredited academic institution; or,
- University degree in the above fields with two (2) years of relevant professional experience in the field of accounting, finance, budgeting and management reporting.
- Professional certification such as Certified Public Accountant (CPA) or equivalent.
- Experience in the field of accounting, finance, budgeting and management reporting.
- Knowledge of Accounting systems, generally accepted accounting principles and audit/review procedures, SAP an advantage.
- Knowledge of database management systems.
- Web Navigation Skills.
- Good analytical and problem-solving skills.
- Computer literacy, including proficiency in MS Office applications.
- Can effectively communicate and provide global support functions.
- Supervisory experience is a must.
- Exposure to international workplace setting.
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
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.
- 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.
- 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.
- 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.
- 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.
- 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.
How to apply
Interested applicants may send their applications to [email protected] no later than 16 June 2023. VN Number and Position Title (VN 098/2023 – National Project Monitoring Officer) 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.