Assistant (Accounts Payable, Supplier)

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

.PURPOSE OF POSITION

The International Agency for Research on Cancer (IARC), is the cancer agency of the World Health Organization (WHO) and is based in Lyon, France.

The Finance Office is a unit within the Budget and Finance Office (BFO), Section of Support to Research (SSR), responsible for providing supports to various programmes and activities of IARC in respect of financial services such as payments, payroll, travel advance/reimbursements, etc. and managing IARC accounts in accordance with the International Public Sector Accounting Standard (IPSAS).

In this context, the incumbent will efficiently and effectively process transactions and provides support related to payment of invoices, reimbursement of value added tax from the French Government, earmarking budget of travel costs, travel insurances, and monitoring and reconciling a range of accounts. A small portion of the position also consists of providing secretarial support to the BFO.

DESCRIPTION OF DUTIES

1. Process payments of suppliers invoices and refund of French value-added tax:
   • Check and processes the settlement of local and foreign invoices, and Direct Debit invoices. Reconcile, liquidate and clear suppliers related pre-payments. Answer queries concerning payments of invoices. Coordinate with Budget Assistants and concerned units to resolve budget issues.
   • Compile paid invoices to support claims on value added tax (VAT) from the French Government. Reviews and reconciles VAT against assigned general ledger accounts, ensuring that all claims to the French Government are legitimate. Prepare and submit VAT reimbursement claims to the concerned authorities.
   • Contact the French authorities to follow-up or seek clarification on the VAT refund /rejects as necessary. Book VAT refund upon receipt and clears related general ledger accounts.
2. Process travel agent invoices and refund:
   • Verify invoices received from Agency's travel agent against approved travel authorizations and reconcile against travel earmark document, check the general ledger account of the imported electronic file invoices against the Chart of Accounts; ensure that private deviation costs are charged to the proper receivable account.
   • Post invoices after verification; resolve any problems with IT or the Agency's travel agent; coordinate with concerned Budget Assistant on funding problems.
   • Prepare travel refund application forms and submit to Agency’s travel agent.
   • Review and follow-up refund of airtickets for cancelled travels. Resolve problems related to ticket refunds with Agency's travel agent.
   • Verify credit notes received from Agency’s travel agent and generate the data file posting; resolve any problems with IT, the Agency’s travel agent, or corporate credit card office.
3. Earmark budget for travel costs and prepare travel related insurance reports:
   • Create earmarkings for travel related per diem, fares, and other travel costs in SAP, coordinate with Budget Assistants to resolve budget issues, and finalize/release travel authorizations in the travel system.
   • Pertaining to relevant travel insurances for all authorized travels, compile information, record in SAP, prepare and submits reports to WHO/HQ.
4. Perform secretarial functions:
   • Manage the front Office of the BFO, including but not limited to: receiving visitors; arranging and keeping a calendar of appointments/meetings; arranging logistics for auditor’s visits; maintains office supplies; and supporting the liaison with banks as required.
   • Draft and edit correspondence, reports and tabular material on administrative and financial matters in English and French following the Agency’s standards and procedures.
   • Receive, review, and distribute internal and external mails, correspondence and other documents, highlighting the main topics therein. Refer items requiring immediate attention/ decision to AFO, attaching background material in compliance with administrative procedures.
   • Maintain an organized and updated filing system for correspondence, documents, electronic files, Delegation of Authorities, and reference materials. Locate background materials and files for the preparation of correspondence and/or reports. Focal person in archiving of BFO files.
   • Arrange travels for BFO team members.
5. Perform leave attandance clerk and asset focal point functions:
   • Ensure that leave and absence records of BFO staff are accurately and timely recorded in the eLeave system.
   • Timely finalize leave records of BFO staff at year-end and upon separation as required.
   • Ensure that asset movements in BFO are properly reported. Liaise with concerned units on asset acquisition and disposal.
6. Other duties:
   • Keep up-to-date lists of language courses registrations (French/English). Record and reconcile payments received from registered students.
   • Provide training to new secretaries on the travel management system.
   • Prepare reports as requested by supervisors such but not limited to the list of VAT for refund, etc.
   • Monitor, reconcile, liquidate and clear vendor/customer/GL accounts under area of responsibility i.e. supplier’s advance and down payment, PO related MIGO vs MIRO and VAT.
   • Back stop for colleagues within Finance as necessary to ensure smooth performance of activities; answers queries relating to assigned tasks and performs other related duties as assigned by supervisor.

COVID-19 MEASURES

Due to the evolving situation resulting from the Covid-19 pandemic, and depending on work requirements, this position may be partly occupied remotely, from the home of the candidate selected in the region Lyon, according to the teleworking clause for force majeure currently in force as part of the IARC teleworking policy during this pandemic period.

WHO COMPETENCIES

• Producing results
• Communication
• Fostering integration and teamwork
• Moving forward in a changing environment
• Technical expertise

REQUIRED QUALIFICATIONS

EDUCATION

Essential: Graduation from secondary school or equivalent complemented by subsequent training in accounting and finance at BTS level plus training in use of office software and ERP system.

Desirable: Bachelor degree in accounting or equivalent of DCG. Knowledge in IPSAS or IFRS. A professional designation in Accounting such as Chartered Accountant (CA), Association of Chartered Certified Accountants (ACCA), Chartered Institute of Public Finance and Accountancy (CIPFA), Certified Public Accountant (CPA), or "Expert-Comptable" qualification.

PROFESSIONAL EXPERIENCE

Essential: At least three years of professional experience covering accounting and administrative/secretarial work. Experience in accounting is highly essential.

Desirable: Experience in an international organization, national institution or multi-nation business would be an asset.

USE OF LANGUAGE SKILLS

Essential: Very good knowledge of French or English, with good working knowledge of the other language

Desirable: Ability to provide unofficial translation of a routine nature would be an asset.

SKILLS

• Familiarity with relevant Office software (Word, Excel), and ERP system in particular SAP.
• Knowledge of general accounting and budget practices and procedures.
• Good interpersonal skills and ability to work in multicultural environment.
• Excellent organizational skills and ability to work as a member of a team.
• Ability to learn and apply IARC/WHO rules and established procedures.
• Ability to work under pressure and meet deadlines while maintaining accuracy.

REMUNERATION

The fixed remuneration for the above position currently amounts to EUR 3,196 per month, and is expressed net of income tax but before deduction of the employee share contributions for mandatory participation in the United Nations Joint Staff Pension Fund (UNJSPF) and in the Organization’s private insurance plans covering health, accident, illness and disability.

Other benefits include different types of leave and allowances for dependent family members.

Employment status is that of an international civil servant.

Note: due to the legal status of WHO/IARC as an international organization, its staff do not contribute to and do not generate benefits in French mandatory schemes for health insurance (“assurance maladie”), pension (“assurance vieillesse/retraite or unemployment (“Pôle-Emploi”) throughout their period of employment with the Agency.

ADDITIONAL INFORMATION

• This post is subject to local recruitment and will be filled by persons residing in the local commuting area of Lyon.
• We only accept applications submitted via our online recruitment tool (applications for this position should be filled out in English and include a cover letter in English). Application profiles should include the details of all work experiences to date (including paid internships).
• This vacancy notice may be used to fill other similar positions at the same grade level.
• Only candidates under serious consideration will be contacted.
• A written test and/or presentation may be used as a form of screening.
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. IARC/WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
• Any appointment/extension of appointment is subject to IARC/WHO Staff Regulations, Staff Rules and Manual.
• For information on IARC’S operations please visit: www.iarc.fr
• IARC/WHO is committed to workforce diversity.
• IARC/WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
• IARC/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• Applications from women are encouraged.