Under the overall supervision of the Systems Support Officer in the Movements Systems Support, and the direct supervision of both the National Accounts Officer & the Senior Accounts Assistant in the Airline Invoice Settlement team; the Accounts Assistant will assist with the accounting for IOM Global Airlines ticket cost payables as per their assigned Airlines Assignment.
ACCOUNTING FOR INVOICES & CREDIT NOTES
- Receive invoices & credit notes to be prepared for remittance to IOMs Global Airlines Partners by liaising with Airlines Partners and checking the validity of these documents in accordance with IOMs Global Airlines Agreements.
- Verify invoice & credit note information in order to ensure valid payments to Airlines Partners by confirming passenger details, travel details, fares, taxes, and Proflight Information are reconciled with ATOMs information.
- Prepare accounts payables for remittances to IOMs Global Airlines Partners by receiving invoices & credit notes from said Airlines Partners and checking the validity of these documents in accordance with IOMs Global Airlines Agreements.
- Prepare accounts payable for remittance to Airlines Partners by processing verified invoices & credit notes through the use of IOMโs accounting system, WAVE.
- Review and organize processed invoices & credit notes for submission and approval of the Sr. Accounts Assistant and the National Accounts Officer by generating lists of processed items supported by proper documentation.
- Keep AIS Sharepoint Portal up-to-date for paperless documentation by uploading invoices & credit notes received.
MONITORING & ANALYSIS OF FINANCIAL INFORMATION
- Detect, analyze, and monitor outstanding TORs and POs to assist in clearing a Project WBS by using monitoring tools from WAVE & ATOMs, and by cross referencing these with posting history, TOR information, and invoice documents on hand.
- Determine if outstanding TORs and POs pertain to unreceived invoices & credit notes by using analysis on WAVE information and invoice documents on hand.
- Clear invalid POs to assist in clearing the Project WBS by performing manual clearing entries and by liaising with ATOMs Tech Support or with PRISM Central Support Team (PCST) for WBS extensions.
- Follow up on unreceived invoices & credit notes with Airlines Partners to ensure that IOM is properly accounting for ticket cost expenses by liaising closely with the said Airlines Partners.
- Action on open PO items raised by the Data Monitoring Section (DMS) reports by investigating the cause of the uncleared PO status by using analysis on iGATOR, PRISM, and Invoice information.
PROVIDING SUPPORT TO FIELD MISSIONS
- Assist in ATOMs, WAVE, PRISM, and invoice issues raised by Field Missions to ensure proper TOR creation by analysing the cause of the issue and by using ATOMs tools to provide the solution.
- Raise ATOMs, WAVE, and invoice issues to prevent delays in TOR creation and invoice payment by liaising with IOM Field Missions through the use of the Freshservice ticketing system.
- Comply with document requests from missions to facilitate internal & external audit requirements by providing PDF scans of the requested documents and by providing the clearing document numbers to Treasury to facilitate proofs of payment.
DATA REPORTING
- Prepare daily invoice summary for submission to the Senior Accounts Assistant by providing a list of processed invoices & credit notes and supported by the corresponding document scans.
- Prepare monthly invoice & credit note summary for submission to the National Accounts Officer by compiling all processed items for the reporting month.
- Prepare weekly summary of invoices that are nearing due date to prevent payment delays with the Airlines Partners by providing a list of invoices showing due dates, due amounts, and document references.
ยEDUCATION
- Graduate in Accounting, preferably a Certified Public Accountant
Accredited Universities are those listed in theย UNESCO World Higher Education Database.
EXPERIENCE
- Experience in accounting or bookkeeping, preferably in accounts payable.
- Experience in working for an international/multinational environment is preferred.
- Experience in the Airlines industry is an advantage but not required.
SKILLS
- Knowledge of General Accounting & Accounts Payable accounting.
- Knowledge of accounting systems such as SAP or ORACLE.
Required Competencies
IOMโs competency framework can be found atย this link. Competencies will be assessed during the selection process.
Valuesย - 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. 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 Competenciesย โ 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 Organizationโs 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.Notes
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination. 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 online recruitment system. The online tool also allows candidates to track the status of their application.For further information and other job postings, you are welcome to visit our website:ย IOM Careers and Job Vacancies