Finance Assistant

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Qualifications

Objective of the position:

The purpose of the position is to provide financial support to central Office of the WHO Programme for Immunization Preventable Disease (WHO-IPD) unit. The incumbent will report to the Budget and Finance Associate.

DESCRIPTION OF DUTIES (TOR)

Under the direct supervision of Budget and Finance Associate (BFA) and overall guidance of Medical Officer (MO-EPI) & Team lead IPD, the incumbent performs following duties:

Finance and Budget:

• • Verifies the accuracy and appropriateness of statements of expenditures, their supporting documents, and implementing partners on completion of contracts.
  • Verifies payment requests against bills and documents for supplies and equipment in country activities.
  • Assessment, accuracy, and appropriateness of the calculation of per diem and compilation of travel claims to facilitate financial processing.
  • Provide support to centrally organized training/workshop. Collecting and review DSA and Travel claim for DI activities, ensuring all the required documents are included and follow up with participants for required supporting documents. Compilation of DSA and travel costs of DI activities and prepare bank list for payment processing.
  • Assists BFA in budget estimation of regular office (Central and Field Offices) expenditures including cluster wise activity related expenses.
  • Handle banking transaction and petty cash of WHO-IPD.
    1. 1. 1. Prepare and routing prepayment VAT for approval and Process VAT and non-VAT invoices for payment to GSC.
          2. Enter VAT invoice of WHO-IPD in Inland Revenue Department (IRD) and submission of invoice with relevant document to WCO for VAT refund on regularly basis.
          3. Perform bank reconciliation in a timely manner and immediately report if any discrepancies to supervisor. 

             Monitoring:

             • • Assist BFA in budget estimation of APW/DFC/Dl/IPO, etc and initiate to create new DI, IPO and DFC in GSM on required basis.
               • Maintains and monitors the DFC/Dl/IPOs and coordinate with relevant NPOs on timely submission of technical and financial reports of DFC/Dl/IPOs.
               • Disbursement of fund of DFC according to countersigned contract on timely manner, review the expenditure of DFC and Final SoE according to WHO financial norms.
               • Monitor DI and IPO expenditures, alert BFA of Purchase Order balances and assist BFA to top up/no cost extension/create fresh IPOs or DIs.
               • Ensure timely closure of DI/IPO and DFC.

                  

                 Communication and Documentation

                 • • Assists in preparation of routine correspondence relating to bank transfers, approval of DFC/Dl/IPOs for in-country activities, training courses and meetings.
                   • Maintain proper documentation and filing of all financial documents, monitoring and records compatible with standard accounting practice.
                   • Ensure bank signatories are up to date.

                     Training: Assists BFA in training and briefing staff in the Central office and in Field Office, on the planning and implementation of improved financial control systems and related procedural changes.

                     To ensure Minimum Operating Security Standards (MOSS) is strictly adhered to.

                     Strictly adhere to compliance related to guidelines and SOPs related to prevention of sexual exploitation abuse and harassment.

                     Perform other relevant duties as assigned by the supervisors. This includes duty travel or duty-station reassignment on short notice as per the program requirements.

                     📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

                     ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

                     REQUIRED QUALIFICATIONS

                     Education:

                          Essential:

                         Completion of higher secondary school education or equivalent with recognized university

                         Desirable:

                         Bachelor’s degree in Business Administration / Business Management with major in Finance and Accounting

                     Experience:

                     Essential:            

                     At least five years’ experience in finance or similar functions in major organization

                     Desirable:

                     1) experience working with any other UN agencies

                     2) Knowledge on accounting system.

                     3) experience in office correspondence would be an asset.

                     4) Managing field office will be an asset.

                     Functional Skill and knowledge:

                     Through knowledge of corporate office procedures and practices; the incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure.

                     Ability to handle work in a timely and accurate manner with tack and discretion, as required.

                     Ability to maintain and update knowledge in the use of office technology through in-house courses, or-the-job training and/or self-training.

                     Ability to generate options, decide, prioritize, execute and multi-task under pressure.

                     Ability to effectively work with government, development partners and collaborating agencies.