FINANCE AND BUDGET TECHNICIAN I (PAHO/14/FT338)

24 September 2016
 
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Vacancy Notice No: PAHO/14/FT338
 
Title: Finance and Budget Technician I
 
Grade: G6
 
Contract type: Fixed-term Appointment
 
Duration of contract:  Two years, first year probationary period.
 
Date: 2 July 2014
 
Application Deadline: 16 July 2014 Vacancy Filled
 
Duty Station:  Guatemala City, Guatemala
 
Organization unit: AM Americas (AM) /
AMRO Americas Regional Office (AM/RGO)
Country Administrator (AM)/PAHO/WHO Representative (PWR/GUT)
 
OBJECTIVES OF THE PROGRAMME :
To ensure the Pan American Health Organization and World Health Organization - PAHO/WHO - country program of technical cooperation on strengthening the national health care system by expanding access to priimary health care and its country presence provide adequate support to the national health development process and, at the same time, enable the country of assignment to shape the subregional, regional, and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the country, drawing on PAHO/WHO resources of all levels and parts of the Organization.
Description of duties:
Under the general supervision of the PAHO/WHO Representative (PWR) and the direct supervision of the Country Office Administrator, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

a) Coordinate administrative activities of the Team, verifying that all regular and extra-budgetary funded transactions in the areas of budget control, finance, and accounts are effected in accordance with established rules, regulations, directions and procedures; provide supervision, direction and guidance to assigned staff;
b) Utilize the financial and budgetary computer software programs to process budgetary transactions; establish local and non local obligations, using the financial system, verifying that the supporting documentation is in accordance with established rules; verify the validity of obligations, in coordination with the administrative teams of the Country Office;
c) Generate standard financial reports; monitor the computerized budgetary and financial activities of the PWR Office; develop and/or assist in the development of the software and the corresponding operational standards and procedures manuals; conduct or oversee the appropriate system administration and maintenance tasks; ensure that a backup of data is made daily;
d) Coordinate the preparation of accounting entries for payment, including verifying the accuracy of the original documentation, the approval of the appropriate authority and/or the receipt of certification documentation;
e) Prepare financial reports for Headquarters and for the staff of the Representation including the imprest report and expenditure statements related to grants, trust funds and other extra-budgetary projects as required by operational procedures and/or established by grantors; prepare monthly reports of budget execution and validity of extra budgetary allotments;
f) Establish and maintain local allotment control records and verify accuracy and propriety of recorded information by concept, expenditure, subsidy detail, etc.; maintain updated the projects records by extra-budgetary allotments, reconcile periodically with the cumulative report of expenditures and the history of obligations in the system;
g) Assist and coordinate the process of Government tax exemptions;
h) Collaborate with the Country Office Administrator to monitor the payment of the Government quota contributions and in the establishment or modification of internal operating procedures;
i) Reconcile financial reports from Headquarters with data in the Country Office, making adjustments as necessary and advising of any discrepancies; provide information regarding the budget, allotments or obligations, as required.
j) Prepare allotment analysis and projections; effect allotment reconciliation with Headquarters and recommend allotment revisions when required; prepare the monthly bank reconciliation;
k) Manage the banking transactions in local currency and US currency, replenishment of checks, and electronic banking transactions, and maintain the signatory panels for the local and US bank accounts;
l) Analyze the cash flow needs of the Country 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;
m) Verify and authorize on-line monthly payroll transactions, using the local bank's ACH system.
n) Ensure that the year end closure procedures are followed, in accordance with established practices and procedures.
o) Coordinate the Financial Quality Assurance monthly certification process, ensuring that each area certifies on delegated responsibilities; send duly signed certification and pertinent reports to Headquarters on a monthly basis; respond to spot checks performed by Headquarters;
p) Coordinate the process of issuing Letters of Agreement, certifying beneficiary institutions and compiling the corresponding file (roster), as well as reviewing letters of agreement prior to approval; follow up on signatures and fund disbursement, as well as monitoring technical and financial reports before final liquidation in the system. Prepare monthly reports on the status of letters of agreement;
q) Coordinate the disbursements and balance of petty cash accounts, and other accounts related to the sale of textbooks and publications, as well as courses and seminars, letters of agreements and operational costs reimbursements;
r) Coordinate health insurance payments to staff members, retirees and selected hospitals in compliance with established procedures, keeping permanent contact with Headquarters and hospital liaison;
s) Coordinate the preparation of financial reports, including imprest and payroll comparison;
t) Coordinate and review all financial transfers between PALTEX participating institutions, EPICOR-AMPES/OMIS reconciliation of deposits and annual inventory.
u) Compose, draft and prepare correspondence in Spanish and English pertaining to assigned duties on own initiative or from verbal/written instructions for signature.
v) Perform other duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: High school diploma with formal training in the accounting or financial field.
Desirable: Specialized training at the college, university or business school level with emphasis in finance, accounting would be an asset.
Skills:
-- Intra-institutional 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 contribution 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.
-- 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.
-- Service Orientation: Follows through on the client inquiries, requests and complaints. Keeps client up-to-date about progress of projects. Monitors client satisfaction.
-- Devising the budget for interventions and cost optimization: Supports the Organization's efforts to identify alternative sources of financing and analysis alternatives to obtain funding as well as mobilizing extrabudgetary resources through financial analysis or funding activities.
-- 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

- Sound knowledge of budget and accounting principles and practices and 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 prepare or coordinate the preparation of analytical status reports and/or documents from separate sources.
- Ability to plan, organize, coordinate and carry out financial/accounting processes, such as: monitoring budget and accounting activities, developing operational standards and procedures manuals, determining priorities, adjusting or identifying new internal procedures, etc.
- Ability to write/originate routine and nonroutine correspondence and reports in English and Spanish.
- Ability to supervise, including skills in planning, organizing, evaluating, problem-solving and decision-making of office management matters.

IT Skills
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint 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, Microsoft SharePoint and Project will be an asset
Experience:
Six years of experience in general accounting work including experience with automated systems for financial and budgetary control operations and supervisory responsibilities.
Languages:
Very good knowledge of Spanish and English.
Additional Information:
ADMINISTRATIVE/SUPPORT POSITIONS IN GUATEMALA ARE OPEN TO RESIDENTS ONLY OF THE METROPOLITAN AREA OF GUATEMALA CITY . CANDIDATES MUST BE CITIZEN OR HOLD PERMANENT RESIDENCY IN GUATEMELA.

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.
Monthly salary: (Net of tax)
GUA QZ $16,981.33 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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