Finance Assistant (Special service Agreement at G-6)

Overview

Provide financial management support in GSM transactions

You have:

• Completion of secondary education or equivalent technical training or commercial education with specialization in accounting, budgeting or finance.
• At least 8 years of experience in finance, budgeting and/or accounting activities.
• English as a working language for written and oral communication.
• Ability to use standard office software, including word processing and spreadsheet programs.
• Training in Oracle-based or other ERP systems is an asset.

Contract

This is a No grade contract. More about No grade contracts.

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* Purpose of the Position

Within the Country Management Support Unit, to provide direct support to the Country Management Support Unit (CSU) in related administrative finance support and services transactions in GSM to both managers and staff members to perform GSM transactions in accordance with WHO rules, regulations and policies

2.Job Description

* Objectives of the Programme and the immediate Strategic Objectives

Country Management Support Units (CSUs) have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

* Organizational context (Describe the individual role of the incumbent within the team, the guidance and supervision received and training or briefing provided to others)

Incumbent is expected to work with minimum supervision, in accordance with established procedures and practices, dealing with routine matters independently and referring problems or unusual situations to supervisor. Broad guidance is provided by supervisor or other professional staff or through general objectives and instructions regarding resource allocation, divisions/programmes needs and priorities.

WHO Staff Rules and Regulations, WHO e-Manual, Information notes, SOPs, established financial procedures, practices and standards, guidelines for briefing/informing staff members. The incumbent is expected to apply the above to financial transactions.

* Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)

Under the general supervision of the budget and finance officer and general guidance of the Operations Officer, the incumbent performs the following functions:

1. Support financial management through;

• Maintenance of financial records and financial transactions and ensure e-Imprest records are up-to-date and fully balanced;

• Processing of VAT and other receivable due to the Organization to ensure that are promptly recovered e.g. Staff telephone bills;

• Processing of suppliers' invoices and monitors all requests for payments, ensuring that all supporting documents (invoices, contract, act of acceptance, etc.) are attached and properly signed, stamped and are in accordance with the delegation of authority, before making any payments.

• Liaison with GSC for all payments that are due to suppliers;

• Reconciliation of bank accounts; response to enquiries; provision of advice and guidance to clients in the Country Office and performing closely related tasks.

• Verification of financial transactions and returns e.g. DFCs, DIs, Travel Claims to the WHO country office for accuracy and compliance with the financial rules and regulations, manual and operating procedures of organization;

• Management of correspondences and responses to queries on office accounts and financial transactions as required;

• Generation of scheduled and ad hoc Global Management System reports and special reports as required to facilitate financial implementation analysis;

• Advice and assistance to staff on various financial processes, controls and operations in the GSM environment;

2. Perform other duties assigned by the supervisor.

* Difficulty, Sensitivity, Nature and Importance of Work Relations

With whom (indicate title only) and for what purpose does the job require contacts?

Title of person contacted Subject and purpose of

contact

Within unit/division BF Officer, Operations Officer

To cover the end to end process

To get guidance and/or support

Within Organization at duty station Team members from the CSU, Managers and staff members

To cover the end to end process

To get guidance and/or support

Within Organization outside duty station BF Officers and BF Assistants from AFM and ISUs; GHR To interact on administration of GSM transactions

Outside the Organization Service Providers, Banks etc.

Respond to queries

3. Recruitment Profile

Competencies : Generic

Describe the core, management and leadership competencies required - See WHO competency model - list in order of priority, commencing with the most important ones.

*1. Communicating in a credible and effective way

*2. Producing results

*3. Fosters integration and team work

4. Moving forward in a changing environment

Functional Knowledge and Skills:-

*Describe the essential knowledge and the skills specific to the position.

Ability to plan, organize, coordinate and implement inputs from several sources; to express ideas clearly and concisely, both orally and in writing; to conceptualize and carry out tasks with little supervision; to provide financial analytical reports, using appropriate software; to interpret financial rules and regulations; and to establish and maintain effective working relationships with people of different national and cultural backgrounds..

Educational Qualifications;

Essential:- Completion of secondary education or equivalent technical training or commercial education with specialization in accounting, budgeting or finance.

Desirable:- Diploma or higher education in accounting or finance will be an advantage.

Experience;

• Essential:- At least 8 years of experience in in finance, Budgeting and/or accounting activities.

and preferably with several years’ experience in WHO in an administrative cluster to have a sound knowledge of its rules, regulation, procedures and practices as related to the work.

Desirable:- Experience in other areas such as Administration, Program Management, Travel and Procurement would be an asset. Experience in WHO in an administrative cluster to have a sound knowledge of its rules, regulation, procedures and practices as related to the work.

Language : English as a working language for written and oral communication

Other Considerations (e.g. Physical Workplace Condition, if other than normal office environment; IT Skills; etc.)

Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset.

Work requires the use of: word processing facilities to create, edit, format and print correspondence and documents; spreadsheet and visual presentation software; e-mail and scheduling software to improve communications both internally and externally; Oracle/GSM for administrative matters.

5. Place of Assignment: Harare, Zimbabwe

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Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: who.int