FINANCE ASSISTANT I (PAHO/14/FT127)

30 July 2016
 
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Vacancy Notice No: PAHO/14/FT127
 
Title: Finance Assistant I
 
Grade: G4
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Post of limited duration. Two years, first year probationary period.
 
Date: 28 March 2014
 
Application Deadline: 15 April 2014 Vacancy Filled
 
Duty Station:  Caracas, Venezuela
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
Administrator (AM)/PAHO/WHO Representative (PWR-VEN)
 
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 PAHO/WHO Representative, and the direct supervision of the Administrator, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

a) Process all payment related transactions, utilizing the financial and budgetary systems; verify the accuracy of the original documentation supporting each transaction, the approval of the appropriate authority and/or the receipt of certification; ensure that the amounts of the invoices and/or receipts agree with the value of the issued check;
a) Assist in maintaining the banking transactions in local currency, replenishment of checks and electronic banking transactions; maintain the signatory panels for the local and US bank accounts;
b) Assist in the process of maintaining the cash flow needs of the PWR Office and monitor the local bank account to ensure that balances are kept as low as practical, while still maintaining sufficient funds to meet all obligations;
c) Verify and authorize the on-line monthly payroll transactions, using the local bank's ACH system;
d) Record and prepare receipts of funds and deposits received by returns of unexecuted funds or any other type of related transaction; maintain up-to-date the file of receipts pre numbered per year;
e) Prepare the bi-weekly financial imprest report and expenditure statements related to grants, trust funds and other extra-budgetary projects in accordance with operational procedures to be transmitted to Headquarters; ensure that all payments are duly supported by the required documentation; maintain up-to-date the corresponding financial files of the reports generated by the financial system;
f) Receive funds and register the corresponding bank deposit in the imprest report; prepare the respective document of receipt of income to corresponding financial record;
g) Maintain contact with local banks in order to carry out deposits and monitor the payment systems and other required arrangements;
h) Register and control the petty cash system, following the corresponding financial operational guidelines and procedures;
i) Assist in the process of recovery of taxes paid to the Government;
j) Monitor and control the financial transactions related to advances paid to providers or goods and services, returns of airfares not used for participants and travelers, request of refund of tickets unused to the airlines, travel claims, courses and seminars, etc.;
k) Review and process the refunds of health insurance claims; maintain the necessary correspondence with providers;
l) Verify the information and reports of material shipped from PALTEX to other institutions participating in the Program, and report on check list;
m) Complete and submit the monthly Financial Quality Assurance and Control Checklist in accordance with instructions provided by Country Accounting Services Prepare (CAS) team in Headquarters;
n) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
High school diploma with formal training in the accounting or financial field.
Skills:
-- Intra-institutional Action: Acts in a manner that is consistent with the policies the organization must operate within. Consistently conducts oneself in accordance with the Standards of Conduct for the International Civil Service. Conducts in a manner that reflects a behavior that is fair, consistent and equitable. Behaves consistently in accordance with the Code of Ethics of the Organization.
-- Teamwork: Builds and maintains mutually beneficial productive interpersonal relationships based on trust, within the Organization. Participates willingly, supports team decisions, is a "good team player", does his or her share of the work.
-- Service Orientation: Follows through on the client inquiries, requests and complaints. Keeps client up-to-date about progress of projects. Monitors client satisfaction.
-- Information Management: Verifies that relevant information is obtained, processed, selected, and disseminated in area of work. Acquires the training to utilize technologies for processing information relative to the area of work in a logical and organized manner, which facilitates the dissemination of information, resulting in information that is consistent, valid and accurate. Keeps abreast of latest technologies for processing the information relevant to the area of work, and weighs its advantages/disadvantages.
-- Continuous Learning: Seeks knowledge and sources of learning with colleagues. Finds new sources of information in order to make a better contribution to the team. Keeps focused on the organizational policies, processes and practices already established.
-- 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.
-- 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.

Technical Expertise
- Proficiency in the use of automated financial accounting systems and specialized mainframe associated with assigned responsibilities.
- Knowledge of accounting principles and practices.
- Ability to write/originate routine correspondence and reports in English and Spanish.
- Ability to plan, organize, coordinate and carry out administrative processes.
- Ability to maintain databases, input data, and prepare reports and documentation including special charts, graphics, etc.
- Ability to research, analyze and organize information in order to present status reports.

IT Skills
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook. Working knowledge of automated systems and microcomputers particularly with regard to financial, accounting, and/or administrative operations. Other IT skills and knowledge of other software programs such as Visio and Project will be an asset
Experience:
Four years of experience in general accounting work.

Desirable: Experience with automated systems for financial and budgetary control operations would be an asset.
Languages:
Very good knowledge of Spanish with a working knowledge of 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 VENEZUELA ARE OPEN THOSE RESIDING IN THE METROPOLITAN AREA OF CARACAS ONLY (METRIPOLITAN AREA IS CONSIDERED WITHIN A 25 MILE RADIUS OF CARACAS). CANDIDATES MUST HOLD A PERMANENT LOCAL WORKING VISA (VENEZUELAN CITIZENSHIP OR PERMANENT RESIDENT).

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)
VEN BLF $153,197.00 at single rate

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

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