Administrative Centres

 

MANILA ADMINISTRATIVE CENTRE

The Manila (Global) Administrative Centre (MGAC) is IOM’s global administrative centre based in Manila which provides a range of administrative services mainly covering human resources, finance, procurement, online communications, PRISM, and information technology to IOM Headquarters (HQ) and Field Offices. MAC was established in 2002 as part of the Organization’s effort to achieve cost efficiency in the use of scarce resources. 

The Global Procurement and Supply Unit (GPSU) is responsible to develop, formulate, review, update and maintain the procurement policies for global IOM use, as well to provide procurement and supply chain management operational directive, standards, guidelines for procurement and supply activities worldwide, and assisting missions, particularly in the area of international procurement and supply. GPSU is responsible for assisting missions worldwide in their procurement training needs and dissemination of procurement and supply best practices.

The Global Migration Health Support Unit (MHS) is part of the Migration Health Division which provides global health research, health informatics, teleradiology, and financial support services to Missions, Regional Offices, Headquarters and partners/donors. Through these functions, MHS contributes to the quality and standards in migration health programmes and projects worldwide and also facilitates monitoring and evaluation therein.

The Global Information and Communication Technology (ICT) Operations Center facilitates the implementation of the ICT Strategy and translates functional and operational requirements into the effective and efficient implementation of information and communications technology solutions, focusing on improving the management of information and resources, identifying business requirements and establishing effective service delivery and support.

The Online Communications Unit (OCU) is responsible for managing the editorial content and design of IOM’s external websites and social media channels. The unit is responsible for online communication strategies and high-profile social media campaigns, and advocates globally for online communications and social media as outreach tools to engage with external audiences. It is responsible for the online Media Library and manages IOM’s Facebook, Twitter, YouTube and other social media accounts. It advises HQ and missions on IOM’s online corporate visual identity and provides missions with appropriate web templates and graphic design services. The unit also designs and supports websites such as the UN Network on Migration, iDiaspora, Corporate Responsibility in Eliminating Slavery and Trafficking (CREST), the Return and Reintegration platform, and Environmental Migration Portal. The unit also edits, produces and distributes the daily Migration Newsdesk/Media Briefing, which is sent to all IOM staff and some 25,000 external subscribers worldwide.  

The IOM (UNJSPF) Pension Administration (PAU) is the main focal point for all matters related to IOM participants and beneficiaries under the United Nations Joint Staff Pension Fund (UNJSPF). PAU is a global service and advisory unit responsible for the accurate and timely registration, document-processing, data tracking and reporting of IOM-UNJSPF participating staff members and pension contributions to the United Nations Joint Staff Pension Fund (UNJSPF) in accordance with the rules and regulations of UNJSPF. The Unit also provides advice and updates on the UNJSPF rules and regulations. PAU acts as the secretariat of the IOM Staff Pension Committee (SPC).

The Office of Legal Affairs, Contract Division, Manila Unit (LEGCR-MU) is considered an integral part of the Office of Legal Affairs (LEG) at Headquarters. LEG Contract Division (LEGCR) is the global focal point in LEG to review contracts, agreements and memorandums of understanding as well as declarations, consent forms, waiver forms, etc. LEGCR also provides legal advice on disputes related to contractual relationships with external entities and on terminating contractual relationships. It conducts training to IOM field offices on the organizational policy on the delegation of authority for concluding contracts and agreements (Instruction No.99/Rev.2). IOM contract templates are developed and revised by LEGCR. LEGCR consists of two units, one in Manila (LEGCR-MU) and another in Panama (LEGCR-PU).

Office of the Inspector General (OIG), consisting of three units (Internal Audit, Evaluation, Investigation) which report directly to the Director General in Geneva and part of which are being hosted by the Manila Administrative Centre (MAC).

The Manila Financial Services (MFS) composed of several units, is responsible for providing global financial services including accounting, budget, treasury, PRISM roles and authorizations, and financial management support to IOM field offices.

The Manila Human Resources Operations (MHRO) provides human resources administration support services. MHRO is responsible for the personnel administration of all international Professional staff worldwide and all personnel in Switzerland; recruitment process for international Professional positions worldwide and General Service positions in Headquarters; payroll process for all international Professional staff worldwide and all personnel in Switzerland and the Philippines; pension administration for all IOM staff and retirees worldwide participating in UNJSPF. MHRO also provides administrative services related to staff health and other insurances, staff development, performance management and other global HR support services such as reporting, automation, and communications.

The Movement Systems Support Unit (MSS) is composed of the Airline Invoice Settlement Section (AISS) and the Data Monitoring Section (DMS). MSS 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, etc. It is the focal point for "trouble shooting" escalated issues related to the iGATOR application & is responsible for the iGATOR accounts maintenance, MSS also promotes compliance to the Standard Operating Procedures among 107 Global Operations Offices.

The MAC Resource Management Unit (RMU) is responsible for the management of MAC resources providing services to MAC in the areas of human resources (local employees), finance/accounting, procurement/logistics, staff travel, common services, and project monitoring. The unit coordinates annual budget submission for MAC, ensures appropriate internal controls in the area of its responsibilities, initiates, and implements administrative procedures and practices for MAC, safeguards organization’s assets, monitors MAC OSI and Admin budgets, facilitates staff travel by providing support with the issuance of air tickets, reviewing travel authorizations, entry visas and travel documents, perform accounting, logistical and administrative support to other programme-related activities such as study tours, trainings, workshops and transportation assistance to staff and beneficiaries.

The Research and Publications Unit (RPU) is the delocalized portion of Migration Research Division in HQ supporting the production of IOM’s main publications through editing, layout and cover design, coordination with printers, distribution of publications to field offices, sending out electronic alerts on new publications and managing the Publications page in the intranet and IOM’s online bookstore. The unit also provides administrative and financial monitoring assistance to the Department of International Cooperation and Partnerships in HQ.

The Office of the Staff Security (OSS) in general advises the Office of the Director General and the Office of the Chef de Cabinet on all relevant and urgent safety and security matters affecting IOM staff and offices worldwide. Collaborating closely with the United Nations Department of Safety and Security (UNDSS) and its Security Management System (SMS) as well as other security stakeholders, it directly monitors and advises on issues that affect the safety and security of IOM staff, the protection of assets or any matter in that regard which may negatively impact the reputation of the organization.
 


PANAMA ADMINISTRATIVE CENTRE

The Panama Administrative Centre offers a range of administrative services as outlined below. 
 
The ICT Service Centre in Panama provides different services and functions to offices worldwide. The Global User Support Unit provides bilingual technical support to all field offices. The Infrastructure and Networks Unit provides system management, advanced technical support and advice on projects that include an IT component. The IT Security Unit promotes and implements security standards and practices to secure IOM data and systems. The PRIMA Unit provides business analysis and support for the implementation of PRIMA. Lastly, in the event of a disaster in any of the corporate global hubs in Manila or Geneva, the Disaster Recovery Centre ensures business continuity for the Organization, with minimal data loss and within established time frames. 
 
The Panama Financial Services 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, which includes the Organizational Design Unit, provides support to IOM field offices worldwide in the administration of locally recruited personnel. It 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 structure reviews, human resources policy compliance, classifications, promotion calculations 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 Occupational Health Unit and the 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 clearance, the annual examination of drivers and periodical medical examinations supporting enrolment into the Medical Service Plan for 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 camp coordination and camp management training and facilitates greater cooperation within the United Nations system. 
 
The Panama Unit of the Office of Staff Security 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 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. It is also responsible for managing non-food item stocks at the United Nations Humanitarian Response Depot in Panama for covering emergencies and contingencies in the region. 
 
The Resources Management Unit supervises administrative issues in the Panama Administrative Centre, ensuring support, guidance, training and compliance with the Organization's regulations, rules, policies and procedures, and is responsible for updating regularly the Business Continuity Plan. 

 

August 2020