Travel/Finance Specialist

VN Category (INT / EXT / EOI):

ExternalApplication Deadline:

03-07-2024Grade:

Grade 4Job Category:

SupportContract Type:

Fixed-termAnnual Salary:

CHF69,539.00This is an external vacancy notice open to external candidates and WTO staff. It is posted on the WTO internal as well as external career site. Eligible WTO staff on short-term, fixed-term or regular contracts and interns must apply through the Workday internal career site.

This is a Fixed-term contract funded through the regular budget. The duration will be two years with the possibility of extension, unless specified in the vacancy notice.

The recruitment policy of the WTO is to seek to attract and retain staff members offering the highest standards of competence, efficiency and integrity. As an Equal Opportunities Employer, the WTO gives full regard to merit and diversity.

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The Secretariat of the WTO is seeking to fill a position of as Travel/Finance Specialist in the Financial Management Service of the Finance and Corporate Services Division.

General Functions

Under the supervision of Head of Financial Operations and in close collaboration with the Finance & Travel Coordinator the incumbent's duties will include the following:

1. Serve as a focal point and advisor for queries from staff about travel processes and procedures.

2. Process travel requests, calculates payments of Daily Subsistence Allowance (DSA) and Terminal Expenses for technical assistance activities, authorizes Daily Subsistence Allowance (DSA) adjustments, and updates the travel system accordingly.

3. Ensure follow-up, verification, and approval of travel missions for staff and non-staff through the travel system (MobileXpense) and Excel spreadsheets.

4. Provide support to staff in submitting their Travel Requests and/or Expenses Reports through MobileXpense.

5. Submit and tracks United Nations Laissez Passer (UNLP) requests.

6. Calculate the entitlement of Lump Sum for Education Grant Travel and Home Leave according to the organizational system pricing.

7. Support the design and implementation of projects within the Section for Finance and Travel related matters.

8. Process the AP reimbursements for Employee Benefits and reconcile the accounts for monthly and yearly closure.

9 Process accounting transactions to support the finance section, including calculating education grant allowances, processing invoices/payments, and creating suppliers in the ERP system.

10. Process double entries in the ERP to settle obligations towards trading partners, reimburse staff, to settle TA activities (Hotel, Catering, and DSA to participants).

REQUIRED QUALIFICATIONS

Education:

Completion of secondary education is required. Post-secondary training/certificate in Business Administration, Finance, Accounting, Human Resources or related fields is desirable.

Knowledge and Skills:

Technical Knowledge and Skills:

Good knowledge of travel policies and procedures in international organizations or private sector.

Excellent knowledge of computer and Office applications, especially advanced spreadsheet and word processing.

Developed analytical skills to produce accurate and clear reporting (e.g. travel data results).

Ability to present and transmit financial information in a clear manner.

Knowledge of double entry for accounting.

Behavioural Skills:

Ability to ensure information confidentiality.

Capability to work as a member of a team while relating to others and working independently to achieve objectives.

Faculty to communicate information in a clear and client oriented manner.

Work Experience:

Minimum of three years relevant experience in travel administration and/or finance is required.

Languages:

Fluency in French and English, both oral and written, is required.

Additional Information:

Only applications from nationals of WTO Members will be accepted.

The recruitment process will be undertaken as per Administrative Memorandum No. 976 (OFFICE(16)/15) on Staff Promotions and external recruitment through Vacancy Notices.

The initial fixed-term contract for positions up to grade 10 shall normally be two years, which shall be probationary, as per Administrative Memorandum No. 997 (OFFICE(23)/4) on Probation Policy. For Director positions, the Policy on evaluation of directors apply as per Administrative Memorandum No. 978 (OFFICE(17)/29).

The WTO may use various communication technologies such as video or teleconference for the assessment and evaluation of candidates. The recruitment process may also involve the use of various forms of testing, assessment centres, interviews and reference checks.

Applicants may be required to sit a written examination.

Applicants will be contacted directly if selected for an interview.

Candidates not selected whose performance in the selection process nevertheless shows them to be suitable for a similar position may be kept on a roster for up to 24 months, and may subsequently be called upon as and when the need arises for additional resources.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date – Geneva (Switzerland) time – stated in the vacancy announcement.

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE CLOSING DATE WILL NOT BE ACCEPTED.

The WTO is a non-smoking environment.