FINANCE ASSISTANT II (PAHO/13/FT144)

8 December 2016
 
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Vacancy Notice No: PAHO/13/FT144
 
Title: Finance Assistant II
 
Grade: G5
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years, first year probationary period
 
Date: 12 April 2013
 
Application Deadline: 3 May 2013 Vacancy Filled
 
Duty Station:  Brasilia, Brazil
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
PAHO/WHO Representative Office in Brazil (PWR-BRA)
 
OBJECTIVES OF THE PROGRAMME :
The Organization's essential mission is to strengthen national and local health systems and improve the health of the peoples of the Americas, in collaboration with Ministries of Health, other government and international agencies, nongovernmental organizations, universities, social security agencies, community groups, and many others. PAHO promotes primary health care strategies, which reach people in their communities, to extend health services to all and to increase efficiency in the use of scarce resources.
Description of duties:
Under the general supervision of the Administrator, and the direct supervision of the Finance and Budget Specialist, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

a) Provide support for the administrative process related to the implementation of letters of agreements, and financial arrangements for the disbursement of funds for courses and seminars, ensuring that these processes are conducted based on established policies, financial regulations and practices, and in accordance with the terms of the letters of agreement and reconcile to the official accounting records of the Organization;
b) Assist technical teams in the exchange of communications with national counterparts and other external institutions to ensure that the required official documentation related to the planning of courses, seminars and letters agreement is done in accordance with the Organization's rules and regulations; analyze supporting documentation of the beneficiary institutions under the agreement, as well as the delivery of funds, and other supporting documents that are required for both instruments; process request for transfer of funds to the beneficiary institutions;
c) Monitor the progress of deliverables as specified in the letter of agreements with national counterparts; issue instructions for the preparation and presentation of technical and financial reports; ensure that receipts are accounted for and invoices are received for disbursement of funds and final obligation liquidations;
d) Analyze supporting documents for the disbursement of funds for technical events, courses, workshops, and letters of agreement and provide feedback to the technical teams; prepare summary of findings resulting from the review; prepare draft communication to be sent to national counterparts;
e) Perform periodic visits to national counterparts, in close coordination with technical teams, for the control, monitoring, and follow-up of the expected deliverables, as specified in the letter of agreement in order to ensure accountability; conduct periodic audit visits during the events for the purpose of verifying the execution of the authorized expenditures;
f) Update the database module used for tracking letters of agreements (LOA Workflow) with the latest status of courses and seminars, as well as letters of agreements; generate standard reports; monitor activities related to letter of agreements, and courses and seminars;
g) Assist in the development of the software and the corresponding operational procedures related to letters of agreement, and courses and seminars;
h) Assist in the elaboration of guidelines for staff training and counterparts related to the process for managing letters of agreement, courses and seminars;
i) Prepare monthly and ad-hoc status reports of letters of agreement, courses and seminars, as required by operational procedures and audits;
j) Monitor and analyze data in the accounting system to ensure that funds disbursed through letters of agreement and courses & seminars are reconciled; prepare and process accounting entries as required;
k) Liaise with external partners/national counterparts with regard to financial reporting matters, outstanding accounts receivable balances and refunding of any unutilized resources;
l) Initiate and maintain effective written and verbal contact with the technical teams, and those involved in the management of letters of agreement; assist with the financial implementation requirements, the analysis of unliquidated obligations, accounts receivable, expenditure recognition and follow up on expired and expiring projects;
m) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: High school diploma with formal training in the administrative, accounting or financial fields.

Desirable: Specialized training at college, university, or business school level with emphasis in accounting and/or finance.
Skills:
Key Behavioral Competencies:
-- Intrainstitutional Action: Displays, through behavior, understanding of PAHO's values and mission. Seeks information on and acts with understanding of the Organization's expectations while advancing further the understanding and application of its policies. Shows interest and concern for the activities related to his/her work in conjunction with the mission, values, vision and policies of the Organization. Behaves consistently in accordance with the Code of Ethics of the Organization.
-- Analysis, Synthesis, and Forecasting: Objectively analyzes situations and, based on evidence and knowledge, suggests actions to improve implementation. Bases one's actions on available information, applies knowledge acquired from experience. Prioritizes the information according to one's needs or the Organization's. Is capable of anticipating the implications of analyzed situations between one to six months ahead.
-- Teamwork: Encourages team members, adds significant contributions when participating in internal and external work teams, and leads through personal example the virtues of team success--collaboration, trust, transparency and joint responsibilities. Builds and maintains mutually beneficial productive interpersonal relations based on trust, inside and outside the Organization. Keeps every team member informed as well as shares relevant and useful information.
-- Service Orientation: Follows through on the client inquiries, requests and complaints. Keeps client up-to-date about progress of projects. Monitors client satisfaction.
-- External Action: Establishes and maintains identifiable, results-oriented mutually beneficial productive relations and partnerships with counterparts in other institutions and sectors. Able to sustain working relationships with people in other institutions.
-- Accountability: Accurately and objectively provides information, as required, on one's activities. Prepares accurate and objective reports on one's activities and partial/final results. Can account for each of the specific tasks of one's work.
-- Administrative support for technical cooperation interventions: Searches for and furnishes relevant information about resource allocation and deadlines, potential critical points, risks and benefits, and other related aspects of available options to provide support for the technical cooperation teams.

Technical Expertise
-- Knowledge of finance/accounting principles and practices, with the ability to analyze financial data and determine related accounting transactions.
-- Proficiency in the use of automated financial accounting systems and specialized mainframe or minicomputer software associated with assigned responsibilities.
-- Ability to plan, coordinate and control financial processes sometimes involving complex administrative actions, such as: monitoring budget and accounting activities, evaluating priorities, recommending adjustments on new internal procedures, etc.
-- Skills in planning, organizing, evaluating, problem-solving and decision-making of routine office management processes.
-- Ability to research, analyze, organize information and prepare summary reports.
-- Ability to write/originate routine and non-routine correspondence and reports.

IT Skills
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint and Outlook. Other IT skills and knowledge of other software programs such as Visio, Microsoft SharePoint and Project will be an asset.
Experience:
Five years of administrative work experience in project management, accounting and/or finance.
Languages:
Very good knowledge of Portuguese and English.
Additional Information:
ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST.

ADMINISTRATIVE/SUPPORT POSITIONS IN BRASILIA, BRAZIL ARE OPEN TO BRASILIA METROPOLITAN AREA RESIDENTS ONLY. CANDIDATES MUST BE CITIZENS OR PERMANENT RESIDENTS OF BRAZIL.

CANDIDATES WILL BE CONTACTED ONLY IF THEY ARE UNDER SERIOUS CONSIDERATION. A WRITTEN TEST AND/OR INTERVIEW WILL BE HELD FOR THIS POST. THE POST DESCRIPTION IS THE OFFICIAL DOCUMENTATION FOR ORGANIZATIONAL PURPOSES.

THIS VACANCY MAY BE USED TO FILL OTHER POSITIONS IN THE ORGANIZATION THAT MAY BECOME VACANT AT A LATER DATE, AND WHICH HAVE SIMILAR REQUIREMENTS AND DUTIES AS THE ONES STATED IN THIS NOTICE.
Annual salary: (Net of tax)
R$ 61,102.00 at single rate
R$ 61,102.00 with primary dependants

This vacancy notice may be used to fill other similar positions at the same grade level.

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

This vacancy is shown for viewing only. It is not currently open for applications
 
 
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