Executive Assistant (Budget & Finance)

New Delhi

Organization: WHO - World Health Organization
Location: New Delhi
Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Operations and Administrations
- Administrative support
- Banking and Finance
- SE/DAF Director - Administration %26 Finance
Closing Date: Closed

OBJECTIVES OF THE PROGRAMME

To provide policy guidance and support across SEA Region on financial / accounting matters, Imprest Accounts management, income/award, budgetary management, etc. Ensure effective controls exist and are operational regarding Imprest Account operations; and that monthly closure of Imprest Accounts is carried out in accordance with the standard operating procedures and eManual provisions.

DESCRIPTION OF DUTIES

Under the direct supervision of the Executive Associate and overall guidance of the Budget & Finance Officer (BFO), the incumbent will\:

1. Examine the supplier invoices received for payment, payment request for staff allowances (e.g. night allowance), Hospitality / Courtesy expenses, reimbursements and other payment requests; and record transactions in the Regional Office Imprest Accounts in GSM.

2. Carry out tasks associated with monthly closure of Imprest accounts, prepare bank reconciliation and follow-up for outstanding items.

3. Prepare Journal Vouchers (JVs) for clearance of related General Ledger (GL) accounts ensuring proper supporting documentation.

4. Prepare Imprest replenishment requests and review of replenishment levels from time to time.

5. Process eExpenditure Batches in GSM for RO Imprest related transactions.

6. Ensure orderly maintenance of various log-sheets in MS Excel and physical files related to RO Imprest Accounts containing all relevant records e.g. Imprest Returns, vouchers, etc.

7. Prepare periodic reconciliation of Value Added Tax (VAT) GL pertaining to Imprest Accounts.

8. Advise staff on payment processing and other related tasks.

9. Draft comments/correspondence related to the incumbent area of work.

10. Replace other Executive Assistants in BFU during their absence.

11. Perform any other task as assigned by the Supervisor.

REQUIRED QUALIFICATIONS

Education

Essential\: Secondary school education with specialization in budgeting and accounting.

Desirable\: Diploma/certificate of specialization in accounting and IT an advantage. Training in computer applications including excel.

Experience

Essential\: At least 5 years' experience in accounting / administrative work.

Desirable\: Experience in UN or a similar international organization.

Skills

A good understanding of WHO procedures and ability to interpret WHO Manual provisions related to Imprest, standard operating procedures issued by ROs and HQ, etc.; Understanding of WHO ERP system (GSM) and accounting principles in general, an advantage; Skills to operate computer with ease; Excellent knowledge of MS Excel spreadsheets and its application for conversion of data into user friendly reports.

Other skills (eg. IT)\: Proficiency in the use of modern office software packages such as MS Office (Word, Excel, Powerpoint, Outlook, etc.) and standard office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) is desirable.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results

Use of Language Skills

Expert knowledge of English

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at INR 784,918 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

LATE APPLICATIONS WILL NOT BE ACCEPTED.

This vacancy notice may be used to fill other similar positions at the same grade level.

Only candidates under serious consideration will be contacted.

Please note applications should be submitted through WHO's online recruitment portal. Please visit www.who.int/careers to complete an online profile and to apply to this vacancy.

A written test may be used as a form of screening.

The written test for shortlisted candidates will tentatively be held during 25 June to 10 July 2019. Candidates are advised to make themselves available during that period.

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/. Some professional certificates may not appear in the WHED and will require individual review.