Business operations specialist assistant

To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State’s health and development agendas, and harmonized with the United Nations country teams.

DESCRIPTION OF DUTIES

• The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.

Advisory

• Brief clients, staff and partners on the procedures, rules, and regulations for the relevant service lines.
• Maintain consistency in approach and compliance with the respective procedures, rules and regulations in the delivery of services and transactions.

Administration 

• Deliver the relevant processes and standard transactions, services and work products, in alignment with business plans and adherence to rules, regulations, and procedures.
• Technically support training in respective area of business operations support for clients and staff.
• Identify areas in which processes and procedures can be improved to deliver optimal client service, efficiency and effectiveness.

Financial support services

• Perform a range of finance-support services under technical guidance, including imprest accounts and payments, budget administration, financial monitoring, income and awards administration, and for preparation of financial reports and statements.
• Administer the E-Imprest system. Ensure compliance with financial procedures, systems and internal controls according to Global Management System (GSM) instructions and WHO rules. Select and enter data from variety of documents, ensure accuracy in calculations and attach necessary supporting invoices or receipts of payments and payment authorizations.
• Record all expenses and receipts in the e-imprest and reflect it in the GSM in a timely manner. Monitor the unposted items in the cash book and take necessary steps to clear them in coordination with Global Service Center (GSC).
• Initiate, verify and process financial transactions and payments for WRO office related to staff and non staff costs, purchase orders, local purchases, etc, based on authorizations received from EMRO and GSC. Process e-Imprest transactions and monitor Imprest GL’s including processing and reviewing of purchase orders for services – Imprest, DFC’s, GES and other activities with the aim to ensure accuracy of financial data, adequacy of supporting documents and maintenance of proper accounting records.
• Using GSM, monitor aspects of the implementation of country programme activities and availability of funds for country project/programme activities budget levels and financial expenditures, according to the approved country workplan. Initiate and process different transactions in GSM related to administrative operational activities, including procurement of goods and services. Reviews all requests submitted prepare necessary documents for signature and enter into GSM. Follows up with concerned parties, customs clearance, the receipt of deliverable and finalization of payments; Ensure adherence to WHO rules and procedures and maintain a systematic tracking and follow-up system.
• Reconcile country office cash books and justify any difference in reconciliation; prepare cash counts and to reconcile with the cashbooks on a monthly basis
• Follow up on the transfer of program funds and initiate award budgeting in GSM workplans. Monitor awards expiry dates, alert responsible staff, and initiate action for expenditure batches. Review and follow up on encumbrances and unapplied receivable balances, process and monitor revisions of amounts vis-à-vis award distribution by output.
• Update and maintain financial records and monitoring systems to record and reconcile expenditures, balances, statements and other data for day-to-day transactions.

REQUIRED QUALIFICATIONS

Education

• Essential: Completion of secondary education Training and certification in one or more UN operational service areas or systems

Experience

• Essential: A minimum of five years of work experience relevant to the position (administrative support services and transactions in the operational support area, including finance).
• Desirable: Experience in administrative support positions within WHO or another United Nations agency. Experience in Oracle-based systems or another enterprise resource planning system

Use of Language Skills

• Essential: Expert knowledge of English Language and local language.
• Desirable: Beginners knowledge of other UN languages.

Source: https://careers.who.int/careersection/ex/jobdetail.ftl?job=2404978