Budget & Finance Associate

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 1,980 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

OBJECTIVES OF THE PROGRAMME

The objectives of the “Corporate Services/Enabling Functions” (Category 6) team are to deliver WHO core functions at the country level, including leadership and governance in Public Health; efficient management administration; transparency, accountability and risk management; strategic planning, resource coordination and reporting; and strategic communications.

DESCRIPTION OF DUTIES

Under the supervision of the Administrative Officer (AO) and overall guidance of the WHO Representative (WR), the incumbent will perform the following duties:

1. Promote quality and compliance, and specifically:

i. Examine documents and records related to budget implementation to ensure completeness of information, budget line coherence, availability of funds, and compliance with WHO rules and policies.

ii. Address issues as needed

2. Maintain and monitor imprest account, including:

i. Initiate local bank transactions through e-banking/cheques.

ii. Record imprest transactions and prepare imprest vouchers for payments made and credits received, and prepare the monthly imprest returns.

iii. Arrange petty cash payments and record reimbursements upon approval

iv. Reconcile bank/cash book records, investigate if any unreconciled item, and process monthly imprest closure; take appropriate action on outstanding transactions.

v. Closely monitor imprest balance to ensure sufficient funds in the account and request for ad-hoc replenishment as needed.

vi. Record earnings of WHO publications

3. Maintain, update and monitor records, including:

i. Track status of payments for contractual agreements to ensure timely payment for contracts.

ii. Record personal phone costs to be recovered from staff.

iii. Regularly review open encumbrances and liquidate those encumbrances upon confirmation of payments

iv. Process transfers of actual expenditures through expenditure batch transfers for appropriate cost allocation to the relevant budget lines regularly and as needed.

4. Perform the following Budget actions:

i. Monitor and implement necessary changes in workplans as needed.

ii. Monitor the appropriate use of financial resources and initiate financial reporting forms as needed; generate and analyse budget monitoring reports

iii. Initiate closure of all the encumbrances and completion of all the expenditure payments.

iv. Assist with distribution of awards and funding of workplans as needed

5. In terms of overall management support:

i. Prepare and submit documents, reports and inputs required for audit, budget, finance, and other matters as needed; assist implementing the audit recommendation and periodic accounting reviews.

ii. Analyse financial data and provide projections.

iii. Review proposed budgets of WHO grants and contracts

6. Compose routine correspondence (letters, memos, email, reports) on own initiative or from verbal instructions.

7. Liaise with bank personnel to routinely follow-up banking matters:

i. Obtain spot exchange rate in a timely manner for replenishment purposes; process timely local exchange transaction when instructed.

ii. Obtain requested information from the bank and transmit to concerned staff when necessary.

iii. Provide support/advice to staff members regarding opening bank accounts in Thailand.

iv. Maintain and update the local bank signatory panel as needed.

8. Arrange per diem payment to meeting participants as needed. Take appropriate action on refund from Travel Claims and update in related account.

9. Safeguard petty cash and checks. Ensure application of insurance coverage for cash transit. Ensure confidentiality of codes.

10. Staff Health Insurance (SHI)

i. Ensure effective support and coordination between SHI (regional office and headquarters) and SHI beneficiaries (staff/retirees).

ii. Coordinate between hospitals and participants for hospitalization and invoices settlement when needed.

iii. Provide other related support as required from retirees who are living in Thailand.

11. In respect of general support:

i. Troubleshoot for travel, payment processes, service procurement and other GSM related issues.

ii. Liaise with GSC, regional office and HQ as necessary for reporting and to resolve user issues.

iii. Assist the UN in the annual DSA (Daily Subsistence Allowance) survey by contacting hotels in a certain province and compile their rates in the requested form.

12. Knowledge management:

i. Organize, maintain and update Finance and Accounting files; dispose documents as per WHO's retention rules.

ii. Maintain and update essential information under “Budget & Finance” intranet page.

13. Perform other related duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or equivalent with formal training in the accounting and financial field. Desirable: Diploma or certifications in accounting and bookkeeping.

Experience

Essential: A minimum of eight (8) years of experience in applying administrative and financial procedures through progressive work in administration, finance, budget and/or compliance activities. Desirable: Relevant experience in WHO or another UN agency an asset.

Skills

The incumbent is proficient in the use of modern office technology through in-house courses, on-the-job training and self-training. They keep abreast of changes in procedures and practices, rules and regulations, and organizational structure in the department, the cluster and WHO to be able to brief others and explain procedures.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Thai.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at THB 860,771 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• 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 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. 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.

• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• For information on WHO's operations please visit: http://www.who.int.

• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics. The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply for WHO jobs. Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int

• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.

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