Finance/Treasury Assistant (G5)

Background:

Please note that this position is open to citizens and permanent residents of Montenegro only.
The OSCE Mission to Montenegro (Mission) provides assistance to the host country to institute reforms, and in further strengthening democratic development in line with the OSCE’s commitments and principles. In line with its mandate, the Mission works with the national and local authorities, civil society and the media in the following areas: election administration reform, parliamentary reform, combatting corruption and organized crime, law enforcement and security sector reform, building media professionalism, promoting economic development and environmental protection.

The Fund Administration Unit (FAU) of the Mission supports implementation of the Mission`s mandate. It provides administrative and management supports to the 3 main Programmes that enable the Mission to fulfil its mandate towards the host country in accordance with the Common Regulatory Management System (CRMS) requirements in a timely, efficient and most effective manner. Specifically, by monitoring expenditures for receiving goods and services through proper authorization and procurement procedures, including fixed assets and payroll expenditures. Furthermore, the FAU ensures the standard administrative instructions as well as established internal procedures enabling the most efficient and transparent operational administrative processes and workflows are in place at the Mission.

Tasks and Responsibilities:

Under the direct supervision of National Finance Officer (NP1) and second-level supervision of the Chief of Fund Administration (P2), you will decide on own work priorities, the overall completeness and accuracy of information received for action, the assignment of work and the correctness and acceptability of individual action. Additionally, you will decide when to request additional information before processing an action. In these cases, the incumbent decides whether the proposed exception falls within the existing parameters or whether it requires clearance. In order to make the necessary decisions, Finance/Treasury Assistant (G6) must have an excellent knowledge of the OSCE Rules and Regulations, Financial Administrative Instructions and other OSCE relevant guidelines. The responsibilities require an ability to interpret and apply rules to ExB and UB related actions. Errors could cause the delay in payments or the use of uneconomical models of payment. Such errors would cause loss of money and possible additional work of the FAU team. Errors could cause improper recording of ExB and UB budget leading to improper funds utilisation, delay in project implementation and consequently improper reporting on assigned funds, causing additional expense and work to other related work groups of MtM.

Internally, you will maintain contacts with all staff members of the OSCE Mission to Montenegro (MtM), discussing their financial and salary entitlements, providing information on the collection of cheques, payroll, BLA, DSA, and other cash/bank payments, handling ExB and UB related issues, resolving problems, and addressing queries. Additionally, you will liaise with the MtM IRMA users, both verbally and via email, addressing questions, providing assistance in resolving IRMA/Oracle related problems, and communicating with MtM Head of Mission, Deputy Head of Mission/Programme Coordinator, and the National Programme Coordination Officer on project-related ExB/UB issues. Furthermore, you will collaborate with the OSCE Secretariat Treasury and DMF Unit to resolve cash/bank management problems, maintain imprest funds in EURO, and manage other treasury issues, coordinate with OSCE ExB and UB sections on related matters, and work with the OSCE Secretariat IRMA Support Unit to resolve problems, obtain clarification, and discuss technical solutions through verbal, email, or IT support channels.
Externally, you will maintain contact with various entities: the local bank, to request bank transfers, obtain statements, and ensure the correctness of bank charges and interest; suppliers/constructors, to provide information on payment status, reconcile payments, and address day-to-day issues; implementing partners/local institutions and organizations, to discuss and submit supporting documents, bank details, and tax claims; and with Cigna (Health Insurance) and Utmost (Provident Fund) offices.

More specifically, you will be tasked with the following:

1.  Administering, monitoring, and processing all payments for goods and services by reviewing incoming vouchers and invoices, ensuring correctness and completeness of information, processing bank payments in IRMA/Oracle with VAT accuracy, and prioritizing replenishments and invoice due dates; calculating travel entitlements, following up on outstanding payments, and responding to payroll issues, processing AX travel invoices, reconciling in IRMA/Oracle, and managing Mission’s bank payments via e-banking, ensuring the accuracy of documents and banking details; reviewing and controlling bank charges and interest, preparing reports for pending payments, and executing electronic payments including payroll, BLA, DSA, and supplier invoices; preparing daily and monthly bank and cash reconciliation reports, processing deductions, and coordinating international bank transfers with the Treasury unit.
2.  Reviewing incoming budget proposals for ExB and UB projects, monitoring implementation and advising on adjustments for internal and external reporting; receiving requests for upload of project details, monitoring expenditures, managing project closures, maintaining project lists, and serving as a backup for budgeting processes; reviewing and advising on budget proposals, ensuring compliance with the OSCE regulations; coordinating with donors, project managers, and other stakeholders on fund utilization terms, reporting deadlines, and compliance with the policies; analyzing budget vs. implementation status and recommending necessary actions; updating ExB and UB project modules with relevant information; coordinating with banks and service providers for e-banking issues.
3.  Acting as the Mission’s Finance IRMA Focal Point, providing training and daily technical support to the Mission’s IRMA/Oracle system users and liaising with the OSCE Secretariat on technical issues, when needed; providing first-level assistance to users on Oracle Financial applications (such as payables, receivables, cash/bank management, GL, UB and ExB project modules); advising on best practices and system functionalities to ensure compliance with the OSCE Rules and Regulations; delivering induction courses, and training sessions for new MMs, and developing clear documentation on technical solutions for system users.
4. Providing training to New Finance Section Mission Members in Oracle financial modules (payables, receivables, cash/bank management, GL, budget and extra budgetary projects modules), Oracle supplier/customer/banks module; New Mission Members on using IRMA dashboard features and available reports.
5. Working in an independent manner in the framework of the Office`s mandate and OSCE Staff Regulations and Staff Rules as well as CRMS requirements. Nevertheless, Finance/Treasury Assistant frequently coordinates the work in progress with the supervisor to ensure that the incumbent’s activities are approved and guided appropriately.

For more detailed information on the structure and work of the Fund Administration Unit, please see: https://www.osce.org/mission-to-montenegro

Necessary Qualifications:

• Completed secondary education supplemented by formal specialized training in the area of finance and accounting.
• A minimum of 4 years of relevant working experience in book keeping and accountancy or treasury/cashier functions  in commercial or public services, preferably part of which should have been in an international environment.
• Computer literate with practical experience with Microsoft packages and good experience with computerized accounting systems similar to those used in the OSCE.
• Excellent oral and written communication skills in English and local language.
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.

Remuneration Package:

Monthly remuneration, subject to social security deductions, is EUR 1,545.25. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund.

Appointments are normally made at step 1 of the applicable OSCE salary scale. At the discretion of the appointing authority a higher step may be approved up to a maximum of step 3 subject to specific conditions.

If you wish to apply for this position, please use the OSCE’s online application link found under https://vacancies.osce.org/.

The OSCE retains the discretion to re-advertise/re-post the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. 

Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

Please note that this position is open to citizens and permanent residents of Montenegro only.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.

Please be aware that the OSCE does not request payment at any stage of the application and review process.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.