Finance Assistant II (CO)

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Qualifications

OBJECTIVE OF THE OFFICE/DEPARTMENT

This is a requisition for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

PAHO Country Offices are responsible for ensuring that the Pan American Health Organization / World Health Organization (PAHO/WHO) country program of technical cooperation and its country presence provides adequate support to the national health development process and, at the same time, enables countries to shape the sub regional, regional, and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the country/ies, drawing on PAHO/WHO resources from all levels and all parts of the Organization.

DESCRIPTION OF DUTIES

Under the direct supervision of the Administrator, and the general guidance of the PAHO/WHO Representative (PWR), the incumbent assists in the financial operations of the PWR Office, and is responsible for, but not necessarily limited to, the following assigned duties:

a)   Participate in financial activities of the Office of the PWR, assisting in the planning, compilation and preparation of the Biennial Work Plan (BWP) and the semiannual program of work for each entity, coordinate the allocation of assessed and voluntary contribution funds by program area; ensure that all assessed and voluntary funded transactions in the areas of finance, and accounts are managed in accordance with established PAHO rules, regulations, directives and procedures; provide direction and guidance on accounting matters to staff;

b)   Initiate and/or approve finance related actions in the PASB Management Information System (PMIS) for temporary staff and contingent workers; serve as Compensation Finance Partner Within Entity for PMIS for the PWR;

c)    Update financial information in PMIS and in any other databases for reporting needs; provide feedback to enhance existing databases;

d)   Verify that transactions are performed in accordance with relevant rules; create invoices and payment requests ensuring accurate calculations and relevant supporting documentation;

e)   Complete settlement run for US dollar and local currency bank accounts, issuing checks and direct deposits;

f)    Process accounting entries for receipts, identifying beneficiary and other relevant information to ensure prompt application of funds;

g)   Ensure adequate funding of local currency accounts and initiate replenishment requests when necessary;

h)   Review supplier invoices for validation of participants’ costs, as applicable; review and verify financial reports for SFCs; review expenditures and issuance of notices of reimbursement;

i)     Maintain and update signature panel as needed (letters and documentation);

j)    Monitor outstanding financial transactions, i.e., amounts due from staff, non-staff, sponsors and clients;

k)   Coordinate with technical units the receipt of pending financial reports to justify transfers to counterparts through different modalities of technical cooperation;

l)     Collaborate with the Administrator to monitor the payment of Government quota contributions and in the establishment or modification of internal operating procedures; maintain files on the Government’s Quota contributions and provide information and support to both Headquarters and the Government in this respect;

m)  Ensure that PAHO’s financial Rules and Regulations are adhered to in the obligating and disbursement of funds of the Organization, and that security control measures are in place and operational with respect to financial aspects of the Representation, as recommended by Headquarters;

n)   Act as Focal Point for UN Business Operation Strategy (BOS) for Finance;

o)   Provide information regarding the financial operations, when required;

p)   Ensure that the year end closure and financial operating procedures are followed, in accordance with established practices and procedures; perform the bank reconciliation; collaborate with the Administrator on the monthly compliance process;

q)   Provide guidance and support on the cost sharing of General Operating Expenses with the co-located cost centers;

r)    Perform the Expense Partner Role and provide guidance and support to the staff and personnel with their spend authorizations and expense reports; serve as Finance Partner within Entity and support the TCA-related activities dealing with payments to meeting participants, travel and direct payments to suppliers;

s)    Act as Focal Point for the SHI in the PWR and for the PAHO retirees, supporting the request for letters of guarantee, insurance claims from staff and retirees and payments to health providers; provide guidance on SHI related matters, follow up on requests related to SHI and coordinate with HQ as necessary;

t)    Compose routine letters, memoranda, electronic mail, reports, charts etc on own initiative or from verbal instructions, using standard office computer software;

u)   Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education:

Essential: Certificate of completion of high school.

Desirable: Specialized training at the college, university or business school level with emphasis on accounting would be an asset

In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO, only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO).  The list can be accessed through the link:  http://www.whed.net/.  PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org/ and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator to support the validation process.

Experience:

Essential: Five years of experience in general accounting work, including experience with automated systems for financial operations or three years of experience in accounting/financial operations, and one year of college or university level courses towards a declared minor/major in the area of accounting, finance or business administration.

SKILLS:

PAHO Competencies:

·       Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.

·       Teamwork: Collaborate and cooperate with other/Deal effectively with conflict - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team.  Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict.

·       Respecting and promoting individual and cultural differences: Relate well to diversity in others and capitalize on such diversity - Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.

·       Communication: Express oneself clearly when speaking/Listen/Write effectively/Share knowledge - Foresees communication needs of audience and targets message accordingly.  Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views.  Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures.  Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.

·       Knowing and Managing Yourself:  Remain productive/Continuously learn - Remains objective and focused even in a “changing and moving” environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.

·       Producing results:  Work efficiently and independently/ Deliver quality results/Take responsibility - Prioritizes work, monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary. Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own time lines effectively and efficiently.  Demonstrates positive attitude in working on new projects and initiatives.  Demonstrates accountability for own success, as well as for errors; learns from experience.

Technical Expertise:

-       Knowledge of accounting principles and practices and ability to analyze financial data.

-       Ability to plan, organize, coordinate and carry out financial/accounting processes, such as: