Senior Finance Assistant

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.

OBJECTIVES OF THE PROGRAMME The WHO Global Service Centre (GSC), Malaysia, provides specialized services to all staff and all WHO offices worldwide in respect of human resources, procurement, finance and support of corporate IT applications and infrastructure. The aim of the GSC is to provide the swift and reliable delivery of a comprehensive array of products and services covering all these fields. The Global Finance team (GFI) and Global Payroll team (PAY) within the GSC provides processing and accounting services for payroll, pension, accounts payable, travel and expenses and awards transactions as set out in the Service Catalogue.

DESCRIPTION OF DUTIES

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities. However, staff may be rotated and assigned to perform other duties within GFI and PAY as determined by the Coordinator, GFI, the Global Payroll Manager and Head of Awards which includes ad hoc assignments, reinforcing other teams or replacing other staff members as required.

General duties and responsibilities (for all teams):

- Deliver responsive services to customers and stakeholders in alignment with the GSC Service Catalogue. This is achieved through processing requests received in ERP workflow; requests assigned through other Corporate systems; or assigned directly by Supervisors, in accordance with established procedures, to correctly administer and implement the assigned tasks to ensure quality and accuracy are met.

- Follow up closely on the pending tasks to resolve within response times set out in the Service Catalogue.

- Seek advice or guidance from Supervisors as and when necessary.

- Provide advice or guidance toother staff in the team.

- Take initiative to communicate with colleagues within or across departments to seek confirmation or clarification on issues when necessary.

- Respond to enquiries and provides support, advice and guidance to clients in Headquarters, Regional Offices, Country offices.

- Assist with identification of system issues or enhancements, and in testing fixes and solutions.

- Reconcile General Ledger accounts; and prepare journal vouchers and accounting entries as required.

- Analyze financial records and produce accurate management reports.

- Make recommendations on improvement of work processes.

The four teams in GFI and PAY have team-specific duties over and above those described above.

Payroll and Pension team duties:

- Maintenance of staff members' financial records.

- Process monthly, daily and ad hoc payroll runs.

- Process separations.

- Respond to pay slip queries from staff.

- Perform ad hoc assignments, special projects, and all other related duties when required.

Accounts Payable team duties:

- Creation and maintenance of supplier financial records and master data records.

- Process supplier invoices, credit memos and advance payments.

-Provide account and payment attestations.

- Process and execute payments, process payment voids and refunds.

- Reconcile bank accounts.

- Process statutory travel requests.

- Process travel transactions including travel cancellations and refunds.

- Exception and error handling.

- Prepare analysis and reports for internal reporting, external reporting or audit.

- Perform ad hoc assignments, special projects, and all other related duties when required.

Awards team duties:

- Process award and revenue transactions such as alia awards creation, financial and information amendments.

- Application of cash receipts.

- Invoicing of revenue transactions through invoice upload.

- Create and maintain Customers (Donors).

- Prepare analysis, control and exception reports and reconciliations for internal reporting, external reporting or audit from GSM or other corporate systems on a monthly quarterly or annual basis.

- Follow up on Receivables with HQ and ROs.

- Perform ad hoc assignments, special projects, and all other related duties when required.

Financial Reporting and Controls:

- Preparation of reconciliation of bank accounts managed by GSC.

-Prepare and complete, reconciliation and analysis of General Ledger accounts managed by GSC and follow up on outstanding items until closure.

- Perform quality checks.

- Assist in recording of general accounting entries and preparation of Journal Vouchers.

- Actively contribute and participate in month end and year end closure activities.

- Prepare analysis and financial reports for internal reporting, external reporting, and audit.

- Perform ad hoc assignments, special projects, and all other related duties when required.

REQUIRED QUALIFICATIONS

Education

Essential: Completion of secondary school education or its equivalent, complemented by training in accounting or book-keeping.
Desirable: A degree in Accountancy/Finance or any other professional certificate (ACCA, CPA, ICAEW, etc.). Financial transaction processing, payroll processing in an international environment, and using integrated financial management and reporting systems.

Experience

Essential: At least 8 years of recent relevant experience in administration of which at least 2 years working in the field of accounting, finance or payroll.
Desirable: Hands-on experience in the use of an ERP system such as Oracle.

Skills

Essential: Demonstrated skill and proficiency in the use of computers and information technology. Expertise in the use of MS Office and Web-based software. Advanced knowledge of spreadsheet and/or database packages. Knowledge of IPSAS and/or IFRS is required for GFI
Desirable: Knowledge of IPSAS and/or IFRS is desirable for PAY positions.

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English.
Desirable: Intermediate knowledge of French.

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 MYR 86,519 (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 including those of a temporary nature.

• Only candidates under serious consideration will be contacted.

• A written test and/or an asynchronous video assessment 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.

• The Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description, including shortening the duration of the appointment.

• WHO is committed to creating a diverse and inclusive environment of mutual respect. 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.

• 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.

• Persons with disabilities may request reasonable accommodations (modifications or adjustments to the application or recruitment process) to support their participation in the application and recruitment process. Please send an email to reasonableaccommodation@who.int with your full name, the vacancy number you are applying for, and specific details of the accommodation needed in your request.

• 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.

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

• 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.

• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.

• 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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