Resources Management Officer

Position Title: Resources Management Officer

Duty Station: Panama City, Panama

Classification: Professional Staff, Grade P3

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

Estimated Start Date: As soon as possible

Closing Date: 03 November 2022

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 direct supervision of the Head, Panama (Global) Administrative Centre (PAC) and Chief of Mission (COM) in Panama, and in close collaboration with the Heads of relevant Units in PAC, the Resources Management Officer will be responsible and accountable for managing PAC administrative services namely human resources, accounting, treasury, procurement, and logistics grouped under the organizational section of Resources Management Unit.

Core Functions / Responsibilities:

1. Liaise with Headquarters (HQs), Regional Offices (RO), Manila (Global) Administrative Center and IOM field offices to ensure Panama (Global) Administrative Centre (PAC) provides timely and quality services.
2. Support Panama (Global) Administrative Centre (PAC) in matters related to administrative issues. Review existing systems and procedures and, if necessary, recommend possible improvements to strengthen internal monitoring, evaluation, and control systems and improve efficiency and effectiveness. Train the project support staff on IOM´s administrative, financial and human resources policies and procedures.
3. Assist the Head of PAC / CoM in managing local human resources and make recommendations on recruitment, retention, promotion, and separation of local staff; help establish and coordinate human resources policies and practices for Panama (Global) Administrative Centre (PAC); responsible for local staff payroll; participate in selection processes as required.
4. Oversee Panama (Global) Administrative Centre (PAC)office premises, equipment, vehicles, and supplies. Maintain appropriate internal controls to safeguard the Organization’s assets, control cash and fraud prevention.
5. Provide support, guidance and training in the Country Offices that may require with respect to IOM’s policies and procedures relating to administrative, financial, Human Resources (HR), Information Technology (IT) and procurement matters.
6. Be responsible for the preparation of the Panama (Global) Administrative Centre (PAC) budgets and ensure they are monitored and implemented within available resources.
7. Take part in the monitoring and overseeing the financial activities by analyzing income and expenditure of projects to ensure accountability and sound financial management. Inspect payroll versus budgets, ensuring that salaries are correctly allocated to projects consistent with IOM’s projectization criteria.
8. Liaise with other internal functional units of the Mission, and support the supervisor in liaising with banks, vendors, donors and government counterparts and other stakeholders as required in the performance of the accounting function.
9. Maintain financial reporting system for Donor Agencies so that program grant commitments and expenditures are tracked according to IOM standards by accurate financial tracking and record keeping.
10. Update regularly Business Continuity Plan (BCP).
11. Coordinate and prepare regular Panama (Global) Administrative Centre (PAC) reports to Regional Office (RO) and Headquarters (HQs).
12. Liaise with Government of Panama, United Nation (UN) Agencies, inter-governmental and other entities to ensure smooth implementation of Panama (Global) Administrative Centre (PAC) operations at all levels, including issues pertaining to procurement, privileges and immunities. Represent the Organization at the relevant meetings. Serve as Panama (Global) Administrative Centre (PAC) focal point with United Nation (UN) coordination groups related to resources and administrative matters.
13. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Business Administration, Finance, Management, Public Administration, or a related field from an accredited academic institution with five years of relevant professional experience; or
• University degree in the above fields with seven years of relevant professional experience.
• Professional certification as chartered accountant (CA) or certified public accountant (CPA), Chartered Institute of Management Accountants (CIMA), or Association of Chartered Certified Accountants (ACCA) will be a distinct advantage.

Experience

• Experience in financial management, accounting and budgeting;
• Experience with internal control assessment, internal audit and/or external audit.

Skills

• Extensive knowledge of IOM internal procurement, assets management, administrative and financial rules, as well as IOM’s SAP/PRISM elements; good knowledge of HR;
• Good knowledge of IOM’s regulations, policies and procedures preferred;
• Knowledge of the region is an advantage;
• Advanced knowledge of Microsoft Office, especially Excel;
• Knowledge of International Public Sector Accounting Standards (IPSAS);
• Good knowledge of IOM accounting systems – SAP Finance, Human Resources and Material Management modules.

Languages

IOM’s official languages are English, French, and Spanish.

External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (French, Spanish, Arabic, Russian or Chinese).

For all applicants, fluency in English is required (oral and written). Working knowledge of Spanish is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

Previous applicants do not need to apply again

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• 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 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 action 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 potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

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 endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country and who do not have prior experience outside the duty station’s country as staff member in the Professional category cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.