Accounts Assistant

tendersglobal.net

Job Description

This is a vacancy in the General Service category for which local recruitment procedures apply in accordance with the Staff Regulations of the International Bureau of the Universal Postal Union. Staff members subject to local recruitment shall not be eligible for the allowances and benefits exclusively applicable to international recruitment.

Main duties:

Under the supervision of the Accounting Expert:

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.

Management of payments in respect of IB suppliers:

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.

Management of UPU publications and subscriptions:

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.).

Distribution of publications:

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

Billing of publications and subscriptions and definition of prices:

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.).

Management of payments and credit card transactions:

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.

Management of customers’ credit card payments:

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.

Keeping of cash (the UPU safe):

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.

Other:

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).

Collaboration with colleagues to ensure the smooth running of the team:

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

Qualification And Skills Required:
Education:

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

Experience:

Minimum six years’ experience in the accounting field.

Technical knowledge:

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).

Skills and abilities:

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.

Language skills:

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

Source: https://erecruit.upu.int/public/hrd-cl-vac-view.asp?jobinfo_uid_c=39094&vaclng=%20en

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Accounts Assistant

Job Description

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