Job Description
Process and Control Support Team (PCST) is one of the teams in Global Shared Services (GSS), Finance Hub providing worldwide support and thorough the review of project documents and the maintenance, optimization, and modification of all financial master data, in close coordination with Financial Accounting Division (FAD) and the Financial Policy Unit (FPU). PCST supports the maintenance of consistent and accurate project and financial master data in the ERP system to facilitate general and specific financial reporting. In collaboration with the ICT, PCST supports the implementation, review, and control of the assignment of roles and authorization to the staff in missions globally, including Regional Offices, Administrative Centre, and Headquarters.
Under the overall supervision of the Chief, GSSC Finance Hub, and direct supervision of the National PCST Officer, the successful candidate will be based in Manila, Philippines and will have the following duties and responsibilities:
Responsibilities
Monitor and support the timely, high-quality, and compliant delivery of team functions in accordance with IOM policies and instructions. This includes supporting the end-to-end project master data lifecycle—encompassing creation, activation, maintenance, and closure—for both PRIMA and non-PRIMA projects, supporting the PRIMA-Wave system integration through cross-unit coordination, and supporting global operations—including Headquarters, GSSC units, and worldwide field offices—in daily activities, periodic reporting, and related ad-hoc requests.
-
Coordinate and supervise the performance of team members to facilitate the efficient delivery of business, administrative, and technical support to FAD, GSSC units, and other institutional stakeholders, in line with delegated team accountabilities, including:
a. Project Review and Validation: Verifying all project information and budget data for compliance with IOM policies and procedures upon activation in PRIMA and WAVE.
b. Project Master Data Management: Maintaining data consistency and securing seamless integration between the PRIMA and WAVE platforms.
c. System Configuration: Maintaining that Funding Patterns, Contracts, and Revenue Valuation Sheets (RVS) are properly set up and maintained in WAVE.
d. Project Mapping: Aligning main projects (senders of AOH) with their corresponding mission’s MI receiver projects.
e. Monitoring and Reporting: Tracking and systematically following up on "Provisionally Active" projects, reconciling project statuses across systems, and compiling monthly reports for FAD.
f. Status Lifecycle Adjustments: Processing extensions or full activations of provisionally activated projects across both PRIMA and WAVE.
g. Year-End Closure Support: Preparing reports required for central year-end activities, including identifying projects with interest-handling requirements and compiling projects with confirmed funding that remain inactivated at year-end.
h. Revenue Reconciliation: Supporting Revenue unit colleagues in clearing outstanding customer downpayments.
g. Periodic Financial Exercises: Supporting the Valencia team with monthly projectization tasks, as well as DFAM Manila and FAD during month- and year-end accounting closures.
3. Coordinate the project review, validation and revision process through the consistent application of financial rules from the FMRP and standard requirements from the Project Handbook. Monitor the progress of the activation workflow, coordinate with the Project Manager and relevant finance focal points to obtain required clarifications and submit. Provide guidance to IOM offices on the correct procedures to follow. Liaise with COMs and/or Project Managers to obtain pending documentation and clarify data inconsistencies related to project activation.
4. Verify that the project has confirmed funding prior to submitting the project for activation or completing an existing revision. Review contracts, agreements, conventions, and similar documents to identify issues affecting project activation and coordinate with relevant stakeholders to facilitate the resolution of issues and refer complex cases to the supervisor or relevant units, as appropriate. Review exemption requests and refer cases requiring further review to FAD and other relevant units.
5. Review project scenarios to support effective system configuration. Provide guidance to missions on the rationale behind the configuration by explaining how it functions and the advantages it brings to the office.
6. Coordinate the timely review and regular updates of the team’s checklist and documented procedures. Continue incorporating relevant references to streamline the review process and provide clear guidance to agents on the latest instructions, promoting their correct application during the project activation and/or revision phase.
7. Review PRIMA Project Information and Project Funding data to identify areas for optimization and suggest improvements. Assist in preparing and updating review instructions and guidelines for FPU and FAD, supporting offices and stakeholders in accurately maintaining WAVE data for reliable financial and management reporting.
8. Suggest enhancements and support the maintenance of project information data fields to meet the diverse business needs of stakeholders. This includes conducting regular reviews of project setups to identify data inconsistencies, recommend corrective actions to maintain data quality and coordinate closely with Support-ICT.
9. Manage the PCST Project Support Services’ ticketing system by:
Coordinating workload distribution among team members.
Monitoring support tickets to facilitate responses and resolutions within the established SLA.
Participating in initiatives to enhance FinCoorP.
10. Facilitate knowledge sharing and collaborate closely with PCST colleagues to address access and master data queries, promoting the consistent application of established procedures and timely support.
11. Perform such other duties as may be assigned.
Qualifications
EDUCATION
Bachelor’s degree in Finance, Accounting, or a related field from an accredited academic institution with five years of relevant work experience; or
High school diploma with seven years of relevant work experience.
Certification as a Certified Public Accountant (CPA) is an advantage.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
EXPERIENCE
Experience in providing customer support is a distinct advantage.
Experience communicating with a diverse range of parties, including those from different cultural backgrounds, is preferred.
Experience working with core IOM mission functions, including HR, procurement and logistics, finance, and IT, is an advantage.
Experience working with ERP (Enterprise Resource Planning) systems and financial master data processes is an advantage.
SKILLS
Sound knowledge of accounting systems, principles and internal controls.
Ability to work independently and manage competing priorities within established procedures.
Strong interpersonal and communication skills
High level of computer literacy in Word, Excel, PowerPoint, and Internet applications.
Ability to analyze and resolve routine issues and escalate more complex matters, as required. Self-motivated and results-oriented.
Required Competencies
IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
Values - all IOM staff members must abide by and demonstrate these five values:
- Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
- Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
- Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
- Courage: Demonstrates willingness to take a stand on issues of importance.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies – behavioural indicators Level 2
- Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
- Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
- Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
- Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
- Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
MANAGERIAL COMPETENCIES - Behavioural indicators – Level 2
Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
Humility: Leads with humility and shows openness to acknowledging own shortcomings.
Notes
Please refer to this link for guidance on IOM Job Category.
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
- Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
- IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
- IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
- IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.
- No late applications will be accepted. Only shortlisted candidates will be contacted.
As these positions support time-sensitive operational requirements, candidates who can assume duties immediately or within a short notice period are strongly encouraged to apply.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies.
Required Skills
Job info
Contract Type: Fixed-term (1 year with possibility of extension)Initial Contract Duration: One year fixed-term with possibility of extension
Org Type: MAC
Vacancy Type: Vacancy Notice
Recruiting Type: General Service
Grade: G-7
Is this S/VN based in an L3 office or in support to an L3 emergency response?: No