Administrative & Finance Assistant – WOAH Sub-Regional Representative for Central Asia – Astana, Kazakhstan

Under the authority of the Director General of the World Organisation for Animal Health (ex. OIE) and the direct supervision of the WOAH Sub-Regional Representative for Central Asia in Astana, Kazakhstan.

The Administrative and Finance Assistant contributes to the execution of a wide range of financial services and administrative processes of the Representation, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, and procedures. The Administrative and Finance Assistant promotes a client-oriented approach, in liaison and coordination with the WOAH Headquarters, to exchange information and ensure consistent service delivery.

Provide finance and administrative support:

–        Advise the Sub-Regional Representative on administrative and finance reporting, clearance procedures on finance, procurement, recruitment, payments, travel, etc. in accordance with WOAH Note de Service;

–        Draft administrative and financial management correspondence and be responsible for follow-up;

–        Assume responsibility for stationery stocks, office forms, leave applications, mission orders, etc.;

–        Collect and analyse quotations for purchase or lease of equipment, services and materials for the office and prepare and follow up on procurement requests;

–        Realize the classification and archive of the files;

–        Supervise support staff in charge of adequate maintenance of offices, buildings and vehicles;

–        Organize the logistics of regional technical meetings in the sub-region (travel, hotel reservations, logistics related to the conferences, etc……) as well the missions and trips of representative and his staff;

–        Keeps up to date the accounting documents (cash journal, bank journal, etc….) in close collaboration with accounting and budget team of the HQ in Paris, prepares the financial and accounting.

Manage the accounting work:

–        Record and archive the accounting documents;

–        Contribute to the monthly entry of cash and bank transactions in treasury journals;

–        Ensure bank reconciliations;

–        Verify the accounting documents are correct and eligible;

–        Prepare the monthly financial report for the various accounts for approval by the Sub-Regional Representative and submission to the WOAH Head Office in Paris;

–        Monitor payment requests, obtain necessary clearance and ensure payments are affected promptly;

–        Assist in the drafting of accounting procedures;

–        Advise and assist international staff, experts, consultants, and other staff on aspects of allowances, salary advances, travel claims and other financial matters;

–        Collaborate with other departments, such as Accounting, HR, and Operations, to facilitate communication and alignment on financial matters;

–        Assist in coordinating financial projects and initiatives across departments;

–        Collaborate and communicate with the official authorities of the host country (such tax organisation, MofF, MofA, MofF etc.) regarding an annual contribution to WOAH, VAT, accreditation of the office and foreign staff in the country etc.

Contribute to budget activities:

–        Assist in the preparation and the follow-up of the annual budget of the SRR;

–        Assist in the preparation and the follow-up of the budget of the regional events;

–        Assist WOAH headquarters in the development and formalization of accounting procedures;

–        Assist in analysing budget variances and preparing reports highlighting key findings;

–        Help in developing financial models and scenarios to aid decision-making processes.