Administrative Officer

OBJECTIVES OF THE PROGRAMME

The Department of Finance ensures that the financial management framework provides the required financial controls, reporting systems and procedures to meet the Organization's needs. It is therefore responsible for WHO's accounting policy and systems, corporate accounting, financial reporting, income and expenditure, donor accounting and reporting and treasury management policies. The Department of Finance has also the responsibility for Staff Health Insurance, Compensation and Pension services including administration of operations and risk management relating to staff and other financial risks.

DESCRIPTION OF DUTIES

1. Supervises the Operations Team in human resources matters including working hours, leave and absence, performance evaluations and training with adequate material.

2. Oversees the client services provided to participants during their lifecycle, including but not limited to queries and issues in affiliation and participation in collaboration with Pension colleagues in WHO Global Service Center. Monitors the responses with an appropriate system.

3. Carries out appropriate internal controls of transactions related to validation, restoration, leave without pay, transfer of pension rights. Ensures a consistent reconciliation methodology is used and account balances are cleared on a timely basis.

4. Audit the separation notifications to UNJSPF. Ensures that they are fully recorded in Pensys and monitors the statistics with an adequate system. Follows up with UNJSPF on outstanding payments on a monthly basis. Tracks reminders to be sent for missing payment instructions and deferments of choice; 5. Updates the accounts on a regular basis for further review and follows up on outstanding balances. Prepares reply to audit queries.

6. Coordinates the production of the year-end schedules to UNJSPF in collaboration with Pension colleagues in WHO Global Service Center. Also checks interim schedules during the year, especially IARC.

7. Coordinates the resolution of exceptions listed by UNJSPF, including audit notes, year-end reconciliation items, participant reconciliation exceptions (PRE) in collaboration with Pension colleagues in WHO Global Service Center.

8. Supports the Secretary SPC in the administration of all tasks related to the Staff Pension Committee and UNJSPF, including governance and disability matters.

9. Undertakes technical development work, documents processes (e.g. Guidance Notes, Standard Operating Procedures), liaises with counterparts and stakeholders within and outside of the organization and overviews implementation of administrative procedures; provides documented input and/or recommendations to senior management on policy or operational issues; designs, develops and implements control mechanisms and reports to monitor overall efforts, quality and timeliness of unit deliverables and reports on a regular basis.

10.Analyses and resolves critical, complex or sensitive cases or requests assigned or that regularly arise.

11. Prepares and provides information and/or briefings to participants, Administration and other stakeholders on all aspects of pension activities.

12. Collaborates on aspects related to IT systems, interfaces and applications used by the unit, advising on the design, testing and evaluation of new or enhanced systems in collaboration with the UNJSPF, IT and other concerned stakeholders, monitors system accesses in a consolidated manner.

13. Undertakes special assignments at the request of the Team Lead, PEN/Secretary WHO SPC and Senior Management.

14. Ensures that all communications and records in respect of participants or other pension matters are kept confidential.

REQUIRED QUALIFICATIONS

Education

Essential: First University degree in accounting, business or public administration or related fields.
Desirable: An advanced university degree would be an asset particularly as the incumbent will act as Deputy Team Lead Pension unit. An accounting diploma would also be an asset.

Experience

Essential: A minimum of five years of progressive and relevant experience in accounting, administration or related fields, with a minimum of 2 years of experience with pension benefit's schemes at the international level. Within these 2 years, at least one must have been in relation with the UNJSPF. Proven and continuous management experience at least during the last 2 years. Demonstrated exposure at the international level.
Desirable: Extensive knowledge of UNJSPF.Proven experience in the administration of Committees an asset.

Skills

Good knowledge of the United Nations Joint Staff Pension Fund Regulations and Rules. Demonstrated knowledge in pension benefit or staff benefit administration, specifically with regard to entitlements. Proven analytical and accounting skills. Ability to analyse data, design and produce reports and documents on technical issues. Ability to review and edit work of others. Sound judgement, courtesy, tact and discretion. Management performance, empowerment, client orientation, leadership, communication and interpersonal skills are specifically important. Good knowledge of information technologies including use of databases.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment
Creating an empowering and motivating environment

Use of Language Skills

Essential: Expert knoweldge of English or French, with intermediate knoweldge of the other lanaguge.
Desirable: Intermediate knowledge of UN language.

REMUNERATION

WHO salaries for staff in the Professional category are calculated in US dollars. The remuneration for the above position comprises an annual base salary starting at USD 60,962 (subject to mandatory deductions for pension contributions and health insurance, as applicable), a variable post adjustment, which reflects the cost of living in a particular duty station, and currently amounts to USD 4547 per month for the duty station indicated above. Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.

ADDITIONAL INFORMATION

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

• Only candidates under serious consideration will be contacted.

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

• 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.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• Staff members in other duty stations are encouraged to apply.

• For information on WHO's operations please visit: http://www.who.int.

• WHO is committed to workforce diversity.

• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• WHO has a mobility policy which can be found at the following link: http://www.who.int/employment/en/. Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.

• Applications from women and from nationals of non and underrepresented Member States are particularly encouraged.

• For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220.