Resources Management

The Department of Resources Management is responsible for establishing and implementing the human, financial and IT resources policies required by the Organization to carry out its activities efficiently. The Department establishes and implements policies to ensure sound financial and human resources management; formulates financial and budgetary proposals for their dissemination to internal and external stakeholders; coordinates administrative, IT, human resources and financial policies; and assists the Director General in making overall management decisions.

The Department’s objectives are to: (a) be responsive to the needs of operations and Field Offices with a focus on internal controls to ensure that both human and financial resources are utilized in an economical, effective and efficient manner; (b) ensure that Member States are informed and kept up to date with key administrative, budget and financial issues; and (c) maintain regular dialogue with Member States through informal and formal meetings of the governing bodies.

The financial, human and IT resources management functions are collectively responsible for the Organization’s administrative, human resources and financial policies and assist the Director General in making overall management decisions.

The Department of Resources Management is composed of five divisions and two units:

  • Human Resources Management Division
  • Information and Communications Technology Division
  • Accounting Division
  • Budget Division
  • Treasury Division
  • Common Services Unit
  • Staff Travel Coordination Unit

This structure also includes the Chief Risk Officer, who reports to the Director General via the administrative support of the Department of Resources Management and under the supervision of its Director. The Chief Risk Officer works on the implementation of change management strategies as part of the organizational plan to ensure that the enterprise risk management process becomes integrated and mainstreamed into the systems of management in IOM.

The Human Resources Management Division is responsible for:

(a) developing and implementing human resources management policies to support the IOM Strategy and the Organization’s structure, as well as its operational activities, through the selection, recruitment, retention, evaluation and professional development of competent and motivated staff;
(b) establishing and maintaining conditions of service, benefits and entitlements, job classification and social security with reference to the United Nations common system;
(c) ensuring adherence to the established Staff Regulations and Rules and related policy instructions and guidelines; and
(d) developing and implementing strategies aimed at strengthening staff well-being and welfare across the Organization.

Based at Headquarters, the Division supervises delocalized human resources units in the Administrative Centres in Manila and Panama.

The Human Resources Policy and Advisory Services Unit, including the delocalized team in Panama, is responsible for developing, implementing and monitoring the application of human resources policies and other administrative instructions and guidelines; ensuring alignment of IOM benefits and entitlements with those of the United Nations common system; managing insurance schemes, including the relationship with IOM’s insurance provider; advising on matters relating to appeals, grievances and misconduct in collaboration with the Office of Legal Affairs and the Ethics and Conduct Office; and providing advice to managers and staff on benefits, entitlements, upscaling and downsizing initiatives and classification issues.

The Talent Management Unit is responsible for the human resources functional areas of performance management, strategic staffing, rotation, and staff development and learning. The Unit provides guidance to managers and staff, ensuring that IOM staff members are in appropriate posts, have their performance assessed fairly and are given the opportunity to further develop their skills and careers. The Unit undertakes mobility planning for international staff through, inter alia, rotation and other selection and placement options.

The Occupational Health Unit is responsible for all medical aspects related to staff health issues in the workplace. The Unit designs, coordinates and implements the strategic plan for IOM staff medical services. It also sets standards and provides policy guidance, quality assurance and medical services to staff worldwide. The Unit provides advice to the IOM management on the development, implementation and maintenance of policies to reduce stress in the workplace and to enhance working conditions so as to improve the quality of the work environment for all IOM staff. The Unit also provides resources for staff counselling, emergency deployment preparation, debriefing and peer support.

The Information and Communications Technology Division is responsible for directing, planning and implementing a global IT and communications architecture, as well as information systems and processes to support the administration and operations of the Organization. The Division establishes and maintains IT policies and standards, including information security. It provides necessary guidelines and benchmarks for the IT infrastructure and ensures that policies are in place to protect information confidentiality and integrity. The Division prioritizes, in coordination with senior management, IT-based initiatives.

The financial management of the Organization is administered through the Accounting, Budget and Treasury Divisions.

The Accounting Division is responsible for monitoring, analysing and reporting on the financial position and financial performance of the Organization. The Accounting Division’s fundamental functions include preparing key financial statements and reports, including the annual Financial Report, using IPSAS (International Public Sector Accounting Standards); developing and implementing accounting policies and procedures, as well as related internal controls and oversight mechanisms, to ensure integrity of accounting data and safeguard the Organization’s resources and assets; controlling accounting master data structures within PRISM; and liaising with external and internal auditors and other stakeholders on accounting  matters.

The Budget Division is responsible for preparing the Organization’s annual Programme and Budget and related documents, provides advice on budgetary matters and establishes guidelines and procedures for preparing Field Office and project budgets. The Budget Division provides guidance in ensuring that all institutional requirements are incorporated in budgets and prepares the assessment scale used to calculate Member State contributions to the Administrative Part of the Budget. The Division ensures that all costs are appropriately budgeted to meet the objectives of the Organization’s activities within the limits of available resources.

The Treasury Division is responsible for providing effective cash management for the Organization’s funds to ensure optimum yield and operational liquidity. This is achieved by managing the short-term investment of funds according to anticipated incomes and expenditures and financial market conditions. The Treasury Division also develops strategies to harness global IOM treasury data to assist cash and foreign exchange management and related reports; formulates and recommends policies concerning disbursements, foreign exchange and investments; strengthens and incorporates appropriate treasury controls; and establishes and maintains effective banking relationships across the Organization in order to ensure local liquidity that will facilitate effective implementation of IOM’s operations.

The Common Services Unit is responsible for establishing guidelines for the purchase and maintenance of office supplies and equipment for Headquarters and for specific programmes; safeguarding IOM Headquarters inventory; ensuring the general maintenance of the Headquarters building; providing printing, mailing and shipping services; and handling security matters at Headquarters.

The Staff Travel Coordination Unit is responsible for ensuring the application of appropriate rules and directives pertaining to official travel. It is responsible for the global coordination of travel arrangements and the issuance of tickets to ensure that these are done in the most economical and efficient manner under the terms of agreements drawn up between IOM and airline companies worldwide. It also deals with travel and visa-related issues.

 

November 2016