Grade: P3
Vacancy no.: RAPS/5/2023/FINANCE/01
Publication date: 6th October 2023
Application deadline (midnight Geneva time): 6th November 2023
Job ID: 11304
Department: FINANCE
Organization Unit: BUDFIN
Location: Geneva
Contract type: Fixed Term
The following are eligible to apply:
- ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the ILO Staff Regulations.
- External candidates.
Staff members with at least five years of continuous service with the Office are encouraged to apply.
Applications from candidates who have already separated from ILO service upon retirement or early retirement, will not be considered.
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.
The ILO welcomes applicants with experience in working within ILO constituents (governments, employersโ and business membership organizations, and workersโ organizations).
Applicants from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future would be particularly welcome. A list of these countries can be found here: ILO Jobs: Non- and under-represented Member States
In addition to the interviews and tests that any candidate may be required to take, successful completion of the ILO Assessment Centre is required for all external candidates and any internal candidate applying to a higher category.
Notwithstanding the general considerations set out in the ILO Staff Regulations, this vacancy announcement is the only authoritative document pertaining to the qualifications required for this position. The minimum required qualifications were determined in view of the specific duties and responsibilities of this position.
The specific language requirements for this position are detailed hereunder. However, candidates applying for the professional category vacancies who have not already successfully completed their probationary period within the ILO and whose mother tongue is not one of the working languages of the Office (English, French and Spanish), shall be required to possess a fully satisfactory working knowledge of at least one of the ILO working languages. If appointed they may be required to acquire a knowledge of a second working language of the Office during their initial years of service.
Introduction
The position is situated in the Accounts Payable (AP) Unit, in the Budget and Finance (BUDFIN) branch of the FINANCE department. The primary responsibilities of the AP Unit include the review and processing of invoices, payment requests, travel claims received from external parties and staff in relation to the work of the Office. Transactions are reviewed for compliance with the Financial Rules, Regulations and relevant IGDS and procedures, and certified for payment.
The key functions of the incumbent are the business-related operations and management of the IRIS Accounts Payable and Travel modules within the Oracle ERP environment as well as the administration and relationship management of the AP related third-party systems such as the ALUSTA invoice processing system.In addition, the incumbent will be the AP focal point for IT-related development and problem resolution for the Unit and act as a liaison with other FINANCE units, INFOTEC, HQ departments, external offices, and external service providers as required.
The position reports to the Chief of the AP Unit.
Specific Duties
1.Provide support to the unit chief in managing the operations of the financial services of the area of responsibility and in preparing related managerial reports, workplans, risks and issue logs. Supervise unit staff and make decisions on complex business processes and exceptional accounting treatments.
2.Act as a focal point for the ILOโs procure-to-pay cycle, including the related modules in the ILOโs ERP (IRIS) as well as the third-party AP solutions (Basware ALUSTA; Basware CloudScan etc.). Monitor the operations and coordinate implementation and access to the AP related modules and other systems to external locations. Administer third party tools (e.g., Basware products).
3.Provide guidance and operational support to departments, external offices, and project locations in all aspects of procure to pay, accounts payable, and travel claims processes. Maintain the financial procedures and guidelines related to the area of operations; draft IGDS guidance, manuals and training materials as necessary. Develop training materials and deliver training.
4.Recommend changes and define requirements for enhancements to the ILOโs procure-to-pay, Travel and AP solutions, based on evolving business drivers and reporting needs.
5.Coordinate resolution of technical issues in collaboration with INFOTEC and/or Basware Support as needed, including follow up on the existing priority items logged in the ILOโs service desk portal. Oversee user acceptance testing by the unit staff.
6.Monitor correctness and efficacy of external offices dealing with accounts payables processes, collect trends, escalate irregular behaviours and patterns, and propose actions for resolution. Support and guide external offices in the Analysis, reconciliation, and clearance of prepayment and staff advances accounts.
7.Extract, review and provide accounts payable and travel claims data in response to audit requests (External and Internal) involving analysis and input to audit queries, including on related business processes and expected results.
8.When required, act as a backup, on verification, validation, and approval of accounts payables payments.
9.Perform year end global account closure tasks in respect of the procure-to-pay cycle in line with the overall ILO schedule. Resolve complex issues on behalf of the departments and offices.
10.Perform other relevant functions as assigned.These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
Generic Duties
- Receive and analyse accounts and financial documents giving particular attention to apparent anomalies or unusual trends and initiating action to correct situations where anomalies occur; review regular financial reports, and prepare reports, correspondence and advice on complex cases.
- Provide advice and guidance concerning the Organization=s financial practices and rules and provide authoritative interpretation of requirements for handling transactions in the operation supervised (e.g., authorising payments, approving salary payments, approving budgets and various accounting documents).
- Review the operational efficiency of the assigned organisational/account area from managerial or accounting perspectives in order to improve the operation (including development of automated applications).
- Supervise staff performing financial operations and producing periodic financial statements; correct and adapt the analytical work of subordinate professional and general service staff.
- Manage the operation of the financial services of the area of responsibility and prepare related managerial reports.
- Monitor and review selected financial transactions and documents (e.g., budget proposals, payment requests, requests for financial clearance, ACDs, payroll data etc.) prior to entry into the finance system; ensure implementation of procedures to control and monitor income and expenditure.
- Prepare recurrent and ad hoc reports and relevant explanations, as requested by senior management.
- Define requirements and terms of reference for systems specialists to produce specialised reports from the financial database and systems applications.
- Maintain the financial procedures related to the assigned operation; draft circulars, manuals and training materials as necessary.
- Prepare draft replies to internal and external audit observations concerning the assigned operation.
- Analyse budget information to prepare and consolidate estimates and supporting data in relation to budget forecasts, performance reports and medium-term plans; review financial provisions of project agreements and documents; assess budget requests and draft budget proposals.
- Other related functions, as requested.
Required qualifications
Education
Advanced university degree (Masterโs or equivalent) in business administration, finance or accounting or other relevant field.
A first-level university degree (Bachelorโs or equivalent) in one of the afore-mentioned fields or other relevant field with an additional two years of relevant experience, in addition to the experience stated below, will be accepted in lieu of an advanced university degree.
Experience
At least five years of financial and accounting experience.
Five years of experience in the use and administration of AP EPR modules and at least 3 years of experience in ERP implementation in an international environment. Direct experience in the implementation and management of AP and travel claims processes within the Procure-to-Pay business cycle in an Oracle and UN environment.
Languages
Excellent command of English or French and a working knowledge of the second language.
Competencies
In addition to the ILO core competencies, this position requires:
Technical competencies
Ability to analyse financial information from several sources, examining documentation; to resolve any apparent anomalies. Ability to plan and coordinate moderately complex projects or programmes. Ability to draft reports and explain decisions effectively to staff within the organization. Ability to draft procedures for internal use which reflect sound financial rules. Ability to use common office computer applications; familiarity with computerized accounting packages. A strong and demonstrated understanding of Oracle ERP applications, and of the inter-relationships of the General Ledger, Accounts Payable, Travel and Purchasing modules is required. Excellent oral and written communication skills. Ability to develop training materials and deliver training on financial processes and systems.
Behavioural competencies
Ability to motivate staff, establish team objectives, assign and supervise work and ensure that timely and quality service is provided to clients. Discretion is required as work involves dealing with confidential material. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non- discriminatory behaviour and attitudes.Conditions of employment
- Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
- The first contract will be issued for a twenty-four month period.
- A successful external candidate will be on probation for the first two years of assignment.
- Any extension of contract beyond the probation period is subject to satisfactory conduct and performance.
For more information on conditions of employment, please visit the ILO Jobs International Recruitment page.
Important Information
Any officials of the General Service category interested in applying to this position are hereby informed that, if selected, they will be offered the salary and allowances applicable to the grade of the position applied for, which may result in substantial changes in their take-home remuneration. In accordance with Article 3.4 of the Staff Regulations, the salary of an official, upon promotion, shall in no case be greater than the maximum salary of the grade to which he or she was promoted. For any questions or clarifications, please contact your HR partner at hrpartner@ilo.org
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.
Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 3 to 4 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.
Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc. for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.
The ILO has zero tolerance for acts of sexual exploitation and abuse (SEA) and is determined to ensure that all staff members and all beneficiaries of ILO assistance do not suffer, directly or indirectly, from sexual exploitation and abuse.
To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organisation, the ILO may conduct a background verification of candidates under consideration.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.