Administrative Centres

 

Manila Administrative Centre

The Manila Administrative Centre is IOM’s global administrative centre based in the Philippines which provides a range of administrative services mainly covering human resources, finance, procurement, online communication and information technology.

The Global Procurement and Supply Unit provides supply chain management assistance to meet operational and office needs relating to procurement processes and the purchase and delivery of goods and services in a timely, efficient, convenient and transparent manner. The Unit also manages assets and maintains agreements with global vendors. The Unit keeps track of and promotes best practices in procurement in keeping with established policies. It is also tasked with ensuring the quality and safety of the goods and services procured through adequate controls and documentation.

The Global Migration Health Support Unit provides global support services to Field Offices, Headquarters and IOM donors on administrative and financial matters, statistics, reports, research, health informatics and knowledge management in order to facilitate monitoring, standardization and increase efficiency and quality of migration health programmes worldwide.

The Information and Communications Technology Operations Centre consolidates the Organization’s information and communications technology (ICT) support through a 24 hours a day, seven days a week global service centre and provides IOM staff with the tools and technologies they need to perform their work effectively. The Operations Centre acts as the focal point for IOM Field Offices on matters related to ICT service delivery and support. It defines ICT standards and solutions and facilitates the development and support of PRISM and other applications such as MiMOSA (Migrant Management and Operational Systems Application) and iGATOR (Integrated Global Airlines Ticket Order Record). The Operations Centre is also responsible for IOM’s intranet and document management system.

The Online Communications Unit (OCU) is part of the HQ Media and Communications Division – a unit of the Department of International Cooperation and Partnerships (ICP). OCU is responsible for online communication strategies and advocates globally for online communications as outreach tools to engage with external audiences. It is responsible for the design of IOM’s global, regional, mission and project websites. It works closely with ICT’s web development unit to provide templates and technical support to these sites and ensure that they are consistent with IOM’s corporate visual identity. It also advises the organization on IOM ’s online and offline branding and provides graphic design services to HQ and missions worldwide. It is responsible for producing the daily Migration Newsdesk / Media Briefing, which it distributes externally via Vocus to an estimated 100,000 external subscribers worldwide. It also produces a daily internal Migration Newsdesk / Media Briefing, which is distributed to all IOM staff. OCU also manages IOM’s social media channels, including the Facebook, Twitter, YouTube, Flickr and Instagram accounts. It develops social media campaigns and supports the social media campaigns of partner agencies. It is responsible for the online Media Library and the online Communication Campaigns Library. The unit is also responsible for developing community response map websites for community engagement projects worldwide.

The IOM Pension Administration is responsible for and provides services in all matters related to the United Nations Joint Staff Pension Fund (UNJSPF). It is the focal point for the UNJSPF, affiliated Field Offices and IOM staff members who participate in the Fund. The IOM Pension Administration is also tasked with registration, document processing, data tracking, reporting and interpretation of the UNJSPF rules and regulations. The Unit also serves as the Staff Pension Committee’s secretariat.

The Contract Review Division is an integral part of the Office of Legal Affairs and is the global focal point responsible for reviewing, inter alia, contracts, agreements and memorandums of understanding, declarations, and consent and waiver forms. It also provides legal advice on disputes related to contractual relationships with external entities and on terminating contractual relationships. The Contract Review Division has a unit in Manila and a unit in Panama.

The Office of the Inspector General Unit conducts internal audits, including compliance, performance and management audits, and undertakes investigations of IOM’s activities worldwide.

The Manila Financial Services, composed of several units listed below, is responsible for providing overall financial management support, including accounting, budget and treasury support, to IOM Field Offices.

  • The Central Accounting Support assists in the preparation of financial management and special donor reports and in month-end and year-end closing of accounts, reviews accounts receivable and revenue accounts, processes travel claims and performs bank reconciliations, among other tasks.
  • The Manila Budget Support confirms project funding reviews, manages the annual terminal emoluments exercise and uploads project budget data into PRISM.
  • The Manila Treasury Support processes payments and funding requests from Field Offices and airline and medical claims payments, facilitates payroll payment transfers for international staff worldwide, prepares summaries of daily bank balances, maintains a database of all IOM bank accounts and processes all payments for operations in the Philippines.
  • The PRISM Central Support Team manages all the master data in PRISM in close coordination with the Accounting Division. It ensures the consistency and accuracy of master data to facilitate general and specific financial reporting.
  • The Regional Accounting Support conducts account validation for Field Offices, account reviews, monitoring and clearing of suspense accounts, bank reconciliations, reviews and endorsement of donor financial reports and payroll reviews. It also assists with project closure coordination and provides Field Offices with accounting advice and audit support, as needed.

The Manila Human Resources Operations provides human resources administration support for  all  Professional  staff  worldwide and General Service staff at Headquarters and the Manila Administrative Centre. It is responsible for the recruitment process, personnel administration and payroll of all Professional and Headquarters General Service staff and for the provision of administrative services relating to health and other insurances.

The Movement Systems Support Unit, composed of the Airline Invoice Settlement Section and the Data Monitoring Section, is responsible for maintaining the Movement Support Site – which is the point of reference for all operations personnel worldwide, expediting the settlement of airline invoices, monitoring refunds, identifying discrepancies related to unused tickets, and so on. It also collates field movement statistics and reviews the suitability of existing movement and migration-related systems.

The Project Monitoring Unit provides budgeting, financial analysis and reporting support for specific global projects and programmes such as resettlement to the United States, migration health, staff security, counter-trafficking and the IOM Development Fund.

The Research and Publications Unit supports the production of IOM’s main publications by providing editing, layout and cover design services, coordinating with printers, distributing publications to Field Offices, sending electronic alerts on new publications and managing the publications page on the intranet and online bookstore section of the IOM website.

The Staff Security Unit collaborates closely with UNDSS and the United Nations security management system and other security stakeholders. It directly monitors and provides advice on issues that affect the safety and security of IOM staff and offices worldwide, the protection of assets or any matter in that regard which may have a negative impact on the reputation of the Organization.

Panama Administrative Centre

The Panama Administrative Centre offers a range of administrative services as outlined below.

The Network and Systems Unit provides technical and helpdesk support to all Field Offices in the western hemisphere. Services provided include facilitating procurement of hardware and software and providing technical advice on projects that include an IT component. This Unit also has functions as the disaster recovery centre for the Organization to facilitate business continuity in the event of a major disaster in the corporate data centres in Manila or Geneva.

The Panama Financial Services Unit provides support to offices in the Americas relating to periodic reviews of accounts and projects, donor reports, month-end closure and payroll review.

The Human Resources Advisory Services provides support to IOM Field Offices worldwide in the administration of locally recruited personnel. The Unit also provides guidance and advice on the interpretation and application of policies and procedures, by analysing feedback from offices and recommending improvements to policies, reviewing a number of administrative processes such as classifications and salary scales, analysing and preparing statistical data for various reports, and providing support in handling poor performance cases.

The Staff Development and Learning Unit provides support in developing training materials and facilitating training sessions for career development and technical training.

The Health and Insurance Medical Unit and Health Claims Processing Unit process and reimburse medical claims and undertake occupational health assessments for General Service staff in the Americas and Africa. Activities include the promotion, assessment and follow-up of all IOM mandatory examinations for entry-on-duty examinations, the annual examination of drivers and periodical medical examinations supporting enrolment into the Medical Service Plan of staff and their dependants.

The Emergency Response and Preparedness Unit provides technical support on emergency activities in the western hemisphere and for the development and endorsement of projects to address emergency situations. The Unit also provides CCCM training and facilitates greater cooperation with the United Nations.

The Staff Security Unit provides security advice and support to offices in the region to ensure the safety and security of all IOM staff and to safeguard the Organization’s assets through extensive collaboration with UNDSS.

The Panama Unit of the Contract Review Division is responsible for timely and accurate review in the three official languages of contracts and agreements necessary for the development and implementation of IOM projects.

The Office of the Inspector General Unit carries out its audit functions in accordance with the International Professional Practices Framework of the Institute of Internal Auditors. This Framework has mandatory elements, including the Definition of Internal Auditing, the Code of Ethics and the International Standards for the Professional Practice of Internal Auditing.

The Procurement Unit provides support on procurement processes to small offices and to cover the needs of the Panama Administrative Centre for the acquisition of goods and services and assets management.

 

November 2016