Grade: G5
Vacancy no.: DC/ISSA/G/2023/01
Publication date: 30 June 2023
Application deadline (midnight Geneva time): 15 August 2023
Job ID: 10993
Department: ISSA
Organization Unit: ISSA
Location: Geneva
Contract type: Fixed Term
Contract duration: 1 year (renewable up to 3 consecutive years)
Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.
In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.
The following are eligible to apply:
- ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
- External candidates*
*The recruitment process for General Service positions is subject to specific local recruitment criteria. The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who currently reside in neighbouring France.
The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.
Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.
*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 77,571 CHF yearly.
Introduction
The International Social Security Association (ISSA) is the world's leading international organization for social security institutions, government departments and agencies. Founded in 1927 under the auspices of the International Labour Organization, the ISSA counts more than 320 member organizations in more than 150 countries.
The position is located in the Resources and Services Unit (RES) of the ISSA. RES is responsible for the support processes of the ISSA such as Finance, Human Resources, Logistics and Information Technology. The position will report to the Head of RES.
Under the direct supervision of and working with general instructions from the Head of RES, the incumbent is responsible for finances and administrative support. The incumbent may be called upon to work in task-oriented projects to contribute to ISSA activities within the area of competence.
Description of Duties
- Maintain and update the ISSA Client Relation Managementโs (CRM) database for all information other than statutory contacts. This includes, but not limited to, changes related to ISSA networks, Technical Commissions and Special Commission Sections, International committees, information related to finance (MoStat, Wineur, Branches), addition/changing of suppliers (including experts, translators, SSPTW correspondents, ect), and other tasks as needed.
- Perform searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries with ISSA CRM. Develop on demand reports and templates on CRM under the supervision of the IT manager. In charge of creating user accounts and access to CRM. Assist in compilation of data and interpreting the statistics for various reports. Assist in the development of forms for data collection and analysis, if requested.
- Analyse and check incoming financial documents and correspondence for completeness of information, project codes and conformity with financial rules and regulations. Enter data and budget related information into the accounting system. Prepare and revise tables containing financial information on the basis of information provided by the supervisor.
- Undertake the accounting operations related to suppliers. This includes the book keeping and the distribution of costs over the budgetary lines. Examine supplier queries and provide explanations, addressing the supervisor in disputed, complex or unusual cases.
- Follows-up on outstanding transactions. This includes checking outstanding vouchers or verifying transactions recorded against each project code to identify any discrepancies. Maintain and reconcile a variety of records and administrative files related to payables. May act as a certifying officer for proposed obligations, within prescribed limits.
- Prepare the documents for bank payments after verifying the data.
- Responsible for the financial tasks related to the recruitment of experts. This includes entering contract information in a database, arranging travel, drafting correspondence and maintaining files. Receives, checks and calculates all reimbursements for external experts.
- Ensure the work unitโs filing systems, especially those related to accounts payable, are maintained, accessible and efficient. Gather, consolidate and present information/data on specific topics. Maintain and update spreadsheets and databases.
- Provide back-up for the administrative duties related to missions for staff members, including arranging travel (preparation of travel authorizations), visa, security clearance, cost estimates of missions and especially during peak periods. Provide back-up for mission reimbursement calculations for staff members.
- Provide back-up for general services duties in particular with the preparation of events, mailing and furniture. Provide a range of administrative and financial support for meetings, workshops and other events.
- As appropriate to the position, may be called upon to perform a range of operational support activities in collaboration with other work units of the ISSA on operational/administrative matters as required.
- Perform other relevant duties as assigned.
Required qualifications
Education
Completion of secondary school education. Possession of an accountant certificate is desirable. Any other training in a field related to the work of RES would be an advantage.
Experience
Five years of relevant experience in the occupational area. Knowledge of the ISSAโs accounting system (GIT / Wineur) or Sugar CRM would be an advantage.
Languages
Excellent knowledge of English or French and working knowledge of the other language. Knowledge of a third ISSA language would be an advantage (Spanish, German).
Competencies
- Good knowledge of financial administration and accounting techniques. Excellent knowledge of policies, regulations and procedures governing area of ISSA finances.
- Knowledge of rules and procedures governing missions and other official travel will be an advantage.
- Excellent interpersonal skills, and a high degree of tact and proven ability to maintain confidentiality with high standards of ethical conduct.
- Good knowledge of automated information systems and demonstrated ability to work with Word processing and spreadsheet software, including retrieval functions, the creation of reports and databases. Proven data analysis and data management skills. Ability to adapt quickly to new software and systems. Accuracy and attention to detail. Sense of responsibility to maintain data integrity.
- Client oriented with ability to deal with member organizations and ISSA staff and respond to simple and complex queries. Ability to communicate effectively both in writing and orally. Ability to deal with clients (incl. high-level) and respond to requests requiring input from various sources (databases, websites, intranet, etc.).
- Excellent time management skills and the ability to plan and execute assigned duties. Ability to work in a team and to work under pressure. Flexibility.
- Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
Recruitment process
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.
Fraud warning
The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.