Accounts Assistant

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Description

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• manage payments vis-à-vis suppliers, customers, postal operators, governments and regulators;
• manage complex processes in respect of UPU International Bureau (IB) publications, including the end-to-end handling of billing;
• manage the IB’s credit card transactions and cash (the UPU safe) autonomously.

• Take receipt of and register bills from IB suppliers and ask the relevant services to validate them;
• Enter accounting data by type of expenditure and analytical code;
• Create fixed assets and determine their depreciation period;
• Prepare bank payments;
• Carry out analyses and respond to questions relating to suppliers (payments made, in progress, returned, etc.);
• Prepare fiscal reimbursement requests (VAT, withholding tax and stamp duty);
• Prepare accounting documents for interim accounts and the annual account closure.

• Manage customer orders for UPU publications (ministries, postal operators, private customers);
• Manage subscription files and orders placed on request;
• Manage the DATAPUB database and user settings (change-of-address follow-up, number of publications, copies by language, free copies, etc.);
• Set the print runs for UPU publications;
• Analyze and handle customer inquiries and claims (from administrations, private individuals, visitors, delegates, etc.).

• Prepare and ensure the distribution of orders, observing the following criteria: quantities, addressees, language versions and deadlines.

• Use the DATAPUB data;
• Establish the prices of publications in collaboration with the print shop;
• Prepare final bills and, as appropriate, assets in the accounting software;
• Check that payments are up to date and handle the related correspondence (inquiries, reminders to private subscribers, etc.).

• Manage the UPU’s centralized orders and authorizations for online payments made using the IB credit card;
• Manage the information allowing the amounts debited to be paid to partner credit institutions;
• Monitor and ensure the proper execution of transactions.

• Manage payments made by credit card (taking receipt of and registering the credit card data required by customers for payment purposes);
• Liaise with issuing credit card institutions to ensure the payment of amounts owed.

• Manage inward and outward cash and cheque movements;
• Keep cash flow records and perform monthly closures with an accounting representative;
• Monitor postage stamp and souvenir sales;
• Make payments to delegates, new staff and interpreters requiring payment in cash according to the rules in force.

• Take receipt of and check pro forma invoices from the various services;
• Prepare final bills and return them to the various services responsible for sending them;
• Manage a budgetary schedule (monitoring of payments, sending of reminders to the services concerned in case of non-payment, performance of payment searches).

• Provide cover for colleagues in case of absence (owing to annual leave, sick leave, etc.);
• Participate in the archiving of DFI accounting documents.

• Completed secondary education with specialization in business or accounting (CFC type or equivalent).

• Minimum six years’ experience in the accounting field.

• Very good knowledge of general accounting.
• Very good knowledge of and experience in using accounting software.
• Very good knowledge of Excel.
• Good knowledge of office software tools (Word, Outlook).

• A head for figures.
• Ability to work independently or as part of a team (providing cover for colleagues).
• Ability to propose new working methods.
• Thoroughness.
• Management of priorities and ability to handle stress.
• Social skills with internal and external partners.

• Proficiency in French or English and a working knowledge of the other language.
• Knowledge of other official UN languages would be an advantage.

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