Finance Assistant. EU/BON Centre for Environment & Health

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Description

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OBJECTIVES OF THE PROGRAMME

The Division of Communicable Diseases, Environment and Health(CDE) assists country efforts to reduce the burden of communicable diseases and addresses the social, economic and environmental determinants of health, and promotes policies and actions for health through behavioral insights; communicable diseases such as tuberculosis, HIV/AIDS and hepatitis, and vector-borne and neglected tropical diseases; elimination and control of vaccine-preventable diseases and advocacy for increased use of vaccines; containing and controlling antimicrobial resistance; addressing existing and emerging environmental health risks and supporting violence and injury prevention. A determination to ensure universal access to people-centered quality health services across the continuum of care is matched by enriching the evidence base for policy design and interventions using social, cultural and behavioral approaches, to drive implementation of innovation at national, regional and local levels”. The WHO European Centre for Environment and Health in Bonn provides technical and scientific expertise on the impacts of environment on health. It delivers to countries policy advice, tools to inform and support decision -making in the areas of air quality, access to safe drinking water, sanitation and hygiene, minimizing the adverse effects of chemicals, adapt at onto and mitigation of climate change, environmental sustainability of health systems, urban health planning, including transport and mobility work, as well as violence and road traffic injury prevention. It will work with all units to develop collaborative initiatives addressing environment-related diseases. The Centre strengthens country capacities to address environment and health challenges through development and delivery of a range of training courses on environment and health, including on health impact assessment.

DESCRIPTION OF DUTIES

• The incumbent supports the technical programmes of the European Centre for Environment and Health in ensuring adherence to WHO financial rules, regulations, policies and established procedures. Various additional secretarial, coordinating, monitoring and administrative services are to ensure that complete, timely and accurate information is recorded in the accounting system and overall administration.

Key duties:

FINANCE

• Manage the Bonn e-Imprest account: Input financial transactions, generating monthly reconciliations, closures and reports, both for the bank and petty cash.
• Check invoices for relevant APIA requirements and submit them to the Global Service Centre for processing and monitor payments.
• Confirm receipt of services/goods in the GSM system as well as process relevant VAT forms and/or invoice templates.
• Manage the petty cash of the Bonn office; make disbursements against authorized local payment instructions within the delegation of authority.
• Liaise with the Global Service Desk via hotline, email or MyService to clear outstanding items. Follow-up with GSC staff to facilitate timely resolution of invoices on hold pending missing or wrong information.
• Prepare recurring reports on assigned accounts, noting problems resulting from excess cost or shortfalls. Prepare special reports to clarify problems, or as requested for other reasons.
• Compile reclaimable VAT invoices and submit quarterly reimbursement requests to the host government. Perform regular VAT reconciliations against the GL account.
• Maintain contact with local bank and perform online banking transfers. Keep panel of bank signatories up to date.
• Calculate and compile cost estimates and projected budget requirements; assist in the preparation of budget statements within the area of assignment.
• Prepare expenditure batches through GSM; do regular workplan checks to close unused encumbrances and purchase orders.
• Provide financial analyses of the Bonn Running Cost workplan, proposing economies of scale wherever possible

OFFICE ADMINISTRATION:

• Management of corporate suppliers for the Bonn office, ensuring correctness of contact and bank account details.
• Issue service/good requisitions as instructed by supervisor; maintain the Bonn fixed assets inventory including annual verifications and reconciliations.
• Monitor generic WHO/ECEH email address for incoming inquires and forward them to the relevant P-staff for reply.
• Advises staff with diplomatic status to prepare reimbursement claims for private VAT and energy tax.
• Act as a liaison officer with the Protocol Office of the German Ministry of Foreign Affairs, on matters related to staff residence permits, issuance of ID cards, badges to access the UN premises, registration of vehicles, etc
• Support on-boarding of new staff from an administrative point of view;
• Perform duties of Leave Administrator for Bonn Office
• Support the organization of meetings (internal and external) and events organized/led by the office of the Head, Bonn office, including office meetings and retreats and meetings involving external guests, etc…).
• Perform other duties as required.

REQUIRED QUALIFICATIONS

Education

• Essential: Equivalent to graduation from secondary school or equivalent technical or commercial school.
• Desirable: Higher education from an accredited educational institution. Basic training in accounting principles. Specialized training preferably in finance/administration/management related fields.

Experience

• Essential: At least five years of progressively responsible experience in the finance/administrative field. Book keeping experience (minimum 2 years).
• Desirable: Experience within WHO and/or UN.

Skills

• Proven skills in standard office software: Windows, Word, Excel, Outlook, PowerPoint; Experience with an accounting software such as Imprest;
• Experience in the use of an ERP system (Enterprise Resource Planning such as GSM) Knowledge of WHO policies and procedures requires regular updates. This is done by referring to the WHO Manual, EURO Handbook and other online administrative guidelines.
• IT skills require constant development through in-house training and hands-on practice due to frequent changes/updates in the standard computer programmes used. Steady development of advanced skills (e-Imprest, invoice inquiry, supplier management) is encouraged.

Use of Language Skills

• Essential: Expert knowledge of English. Expert knowledge of German.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2408901

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