OBJECTIVES OF THE PROGRAMME :
The WHO Global Service Centre (GSC), Malaysia, provides specialized services to all staff and all WHO offices worldwide in respect of human resources, procurement, finance and support of corporate IT applications and infrastructure. The aim of the GSC is to provide the swift and reliable delivery of a comprehensive array of products and services covering all these fields. The Global Finance team (GFI) within the GSC provides processing and accounting services for payroll, pension, accounts payable, travel and expenses and awards transactions as set out in the Service Catalogue.
Description of duties:
Finance processing includes a number of high volume tasks, which nevertheless require close attention to detail. Processing errors could lead to large-scale financial loss to the Organization, and severe inconvenience to staff and/or suppliers, globally. The incumbent will be responsible for the day-to-day operations related to finance activities. These functions require: – The ability to analyse and process transactions; – Detail-oriented review with clear follow up; – The ability to prioritize and work under pressure with close attention to detail; – A proactive approach;- Effective communications skills when liaising with colleagues and with clients;- Close collaboration with colleagues within GSC, Headquarters (HQs), Regional Offices (ROs), and Country Offices (COs);- Extract accounting details from the accounting systems in order to analyse and verify accuracy and validity;- Prepare, analyse and evaluate information from the financial records and provide reports, data and assistance to a higher level professional relevant to improvements in financial management; – Review and reconcile various clearing accounts to ensure proper balances;- Prepare monthly reconciliation and financial reporting schedules and quarterly and year-end statements;- Participate in the development and implementation of new financial policies and procedures;- Assess the impact of changes and make recommendations on follow-up activities;- Responsible for monitoring team compliance with polices, processes and procedures;- Perform quality assurance checks and regular examination of team performance;- Supervise other support staff;- Provide guidance to staff inside and outside finance concerning the correct application of finance regulations, rules or procedures; – Act as a backup during Supervisor’s absence.Within the delegated authority, the incumbent is assigned all or part of the following responsibilities. However, staff may be rotated and assigned to perform other duties within GFI as determined by the Coordinator, GFI which includes ad hoc assignments, reinforcing other teams or replacing other staff members as required. General duties and responsibilities (for all teams):- Deliver responsive services to customers and stakeholders in alignment with the GSC Service Catalogue. This is achieved through processing requests received in ERP workflow; requests assigned through other Corporate systems; or assigned directly by Supervisors, in accordance with established procedures, to correctly administer and implement the assigned tasks to ensure quality and accuracy are met.- Follow up closely on the pending tasks to resolve within response times set out in the Service Catalogue.- Seek advice or guidance from Supervisors as and when necessary.- Provide advice or guidance to other staff in the team.- Take initiative to communicate with colleagues within or across departments to seek confirmation or clarification on issues when necessary.- Respond to enquiries and provides support, advice and guidance to clients in Headquarters (HQ), Regional Offices (ROs), Country Offices (COs).- Assist with identification of system issues or enhancements, and in testing fixes and solutions.- Reconcile General Ledger accounts; and prepare journal vouchers and accounting entries as required.- Analyze financial records and produce accurate management reports.The three teams in GFI have team-specific duties over and above those described above.Payroll and pension team duties: – Maintenance of staff members’ financial records. – Process monthly, daily and adhoc payroll runs.- Process separations.- Respond to pay slip queries from staff.- Perform ad hoc assignments, special projects, and all other related duties when required.Accounts Payable team duties:- Creation and maintenance of supplier financial records. – Process supplier invoices.- Process and execute payments.- Reconcile bank accounts. – Process statutory travel requests.- Perform ad hoc assignments, special projects, and all other related duties when required.Awards team duties:- Process award distributions and work plan funding.- Maintain Customers (Donors).- Follow up on Receivables with Headquarters (HQ) and Regional Offices (ROs).- Perform ad hoc assignments, special projects, and all other related duties when required.
Education:Essential:- A first level university degree in Business Administration or equivalent academic qualification with specialization in finance or accounting.Desirable:- A recognized professional accounting qualification such as CA, CPA.For WHO staff please see e-manual III.4.1, para 220.WHO only considers higher educational qualifications obtained from an accredited institution in the World Higher Education Database (WHED). The list can be accessed through the link: http://www.whed.net/.
Essential:- Demonstrated financial accounting skills.- Ability to work under pressure and to prioritize the workload.- Ability to brief and train staff.- Client service oriented.- Strong analytical skills.- Ability to draft correspondence.- Demonstrated skill and proficiency in the use of computers and information technology.- Expertise in the use of MS Office and Web-based software.- Advanced knowledge of Excel.WHO Core competencies:1. Moving forward in a changing environment2. Producing results3. Communicating in a credible and effective way4. Fostering integration and teamwork
Essential:- At least one year of relevant experience in accounting/finance administration and payroll.- Complete and in depth grasp of financial principles and practices in a large organizational entity. – Must be skilled in use of at least one ERP system.Desirable:- Experience in working in a Shared Service Centre.- Some experience in leading a team.
Essential:- Expert knowledge of English both written and spoken.