Accounts Assistant

Job
from International Organization for Migration
Closing date: 17 Oct 2019

Position Title : Accounts Assistant
Duty Station : Manila, Philippines
Classification : General Service/ G-5
Type of Appointment : Fixed term, one year with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : October 17, 2019

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.

Context:

Under the general supervision of the Director, Manila (Global) Administrative Centre, the supervision of the Systems Support Officer and the direct supervision of the National Accounts Officer, Airline Invoice Settlement Section (AISS), the successful candidate will specifically assist with the accounting for airline transport payments under global agreements at the Airline Invoice Settlement Section (AISS).

Core Functions / Responsibilities:

  • Airline’s Invoices Processing
    • Receive Airlines invoices and credit notes under IOM’s global agreement from airlines;
    • Match airline invoices/credit notes versus Ticket Order Requests (TOR);
    • Ensure that all invoices and credit notes are valid and in accordance with IOM’s SOPs which typically include various cases such as: Flown passengers, Refunded amounts, Passengers not flown, Unutilized seat, Cancelled tickets for refund, Cancelled tickets – not refundable, Cancellation/Penalty fees and Escorts;
    • Encode verified invoices/credit notes into SAP/Prism accounting system under the Prism payable module;
    • Review accuracy of accounting entries of encoded invoices/credit notes for each vendor account before submission to the head of AISS for approval;
    • Request AISS head to release blocked encoded invoices;
    • Request sign-off by Systems Support Officer;
    • Transmit to TSY/MTS approved entry files (encoded invoices/credit notes) for remittance to respective airline bank accounts;
    • Scan invoices and upload to SharePoint link which is automatically generated after ZMIRO processing;
    • Keep physical file of invoices/credit notes;
    • Maintain business relations with counterpart airlines; liaise regarding maintenance of vendor accounts.
  • Verification of invoices and Amendments
    • Verify iGATOR matched invoices/credit notes against data contained in the purchase orders to ensure that all details particularly passenger line items with corresponding values and TOR amendments are correctly transmitted in Prism;
    • Assist missions in creating necessary adjustments of purchase orders (Prism) by creating reversal entries in Prism and coordinating with IGATOR to fix erroneous TORs particularly in the following instances when ticket order record shows:
    • Ticket status is USED – Passenger not departed
    • Ticket status is USED – Ticket was cancelled and refundable
    • Ticket status is USED – Ticket was cancelled and not refundable
    • Ticket is voided – Passenger flown
    • TOR needs to be closed when adjustment is no longer possible
  • Support to field missions
    • Coordinate with IGATOR Support and Prism personnel all technical issues concerning TORS and purchase orders;
    • Analyze monthly refunds aging report and furnish refunds summary list to applicable missions;
    • Follow up from missions outstanding refunds more than 90 days old in coordination with the concerned airlines for immediate settlement;
    • Comply with document requests from missions (invoices/credit notes) to facilitate audit engagements from files on hand or retrieve from storage archived documents whichever is needed;
    • Provide the necessary document numbers of remittances which are subject to audit in order for TSY/MTS to retrieve proof of payments from their files as required by auditors;
    • Ensure proper & timely dissemination of information obtained from the AIS e-mail box so that any requests/inquiries are appropriately addressed/complied with.
  • Data Monitoring and Reporting
    • Advise airline/mission concerned through AIS Footprints for missing TORs as well as discrepancies of existing TORS and specify necessary adjustments;
    • Escalate issues not responded by mission/airlines to MSS Systems Officer for intervention;
    • Reconcile vendor accounts with airlines’ statements of accounts and adjust/clear any payment discrepancies;
    • Coordinate with and act on Data Monitoring Section (DMS) monthly report covering discrepancies between purchase orders and TORS; TORS with GR but not yet invoiced; and unpaid refunds; duplicate TORs; revoked TORs with GR.
  • System Enhancement
    • Participate in PRISM / iGATOR workgroup meetings for system enhancements;
    • Identify required system modifications and enhancements;
    • Participate in testing new enhancements to the existing system.
  • Perform such other duties as may be assigned

Required Qualifications and Experience

Education

  • University degree in Finance, Accounting, Business Administration or any related field from an accredited academic institution, with three years relevant professional experience in the field of accounting/bookkeeping preferably gained from an international airline; good understanding of the airline business;
  • Completed High School degree from an accredited academic institution, with five years of relevant professional experience;
  • Professional certification such as Certified Public Accountant (CPA) or its equivalent an advantage.

Experience

  • Ability to quickly acquire knowledge of IOM accounting rules and regulations as well as automated accounting system (SAP/PRISM) and operations system (I-GATOR);
  • Proficient in MS Office applications.

Languages
Fluency in English is required. Working knowledge of French and/or Spanish an advantage.

Required CompetenciesValues**

  • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
  • 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.Core Competencies – behavioural indicators level 1

  • Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

  • Delivering results: pproduces 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 action and delegated work.

  • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

WHAT WE OFFER

IOM offers a tax-free salary and attractive benefit package, a challenging career opportunity and potential for international travels/assignments of short or long duration.

Annual Leave: 2.5 working days per completed month of service
Sick Leave: 2 working days per completed month of service
Compassionate Leave: 3 days leave in the event of the death of immediate family members (spouse, child, parents and siblings), additional 2 days if the staff member requires to travel
Maternity Leave: 16 consecutive calendar weeks with full pay or 20 weeks for multiple births
Paternity Leave: 8 weeks with full pay or 12 weeks for multiple births
Adoption Leave: 8 weeks with full pay for adoption of single child or 12 weeks for multiple children
Compensation Plan: an insurance coverage for occupational accidents and illnesses (paid by IOM)
Medical Service Plan (MSP): an insurance coverage for non-occupational accidents and illnesses (medical/dental/optical) on contributory basis (monthly premium shared by IOM and staff member)
United Nations Pension Fund (UNJSPF): aims to provide participants at retirement age with pensions as an income replacement. It also provides participants with social security coverage in case of death in service or disability. A compulsory pension scheme maintained by contributions between IOM and the staff member (7.9% of the gross pensionable salary)
Dependent Child Allowance: PhP 20,526 net per annum per child up to maximum of six children (payable in monthly instalments) and subject to terms and qualifying conditions
Other allowances: Overtime, Night Differential, Transportation Allowance (for rendered overtime beyond 10:00pm)
Flexible work hours: which start from 7:30 to 9:30am; 8 hours per day, 40 hours work per week, Monday to Friday
Staff Development and Learning (I-Learn): IOM has a dedicated unit which provides staff members access to a range of learning opportunities including on-line courses, face-to-face training, blended curricula, videos, webinars and reading materials.

How to apply:

Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by 17 October 2019 at the latest, referring to this advertisement.

For further information, please refer to: https://bit.ly/2pwZQqo

In order for an application to be considered valid, IOM only accepts online profiles duly completed.

Only shortlisted candidates will be contacted. You can track the progress of your application on your personal application page in the IOM e-recruitment system.Please use Google Chrome in accessing our PRISM, IOM e-Recruitment system to submit your application**