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Business operations specialist assistant (finance)

Port Sudan

  • Organization: WHO - World Health Organization
  • Location: Port Sudan
  • 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
    • Sustainable trade and development
    • Sustainable Business Development
  • Closing Date: Closed

OBJECTIVES OF THE PROGRAMME


To ensure that effective WHO country presence is established to implement WHO country cooperation strategies that are aligned with Member State's health and development agendas, and harmonized with the United Nations country teams.

DESCRIPTION OF DUTIES


The incumbent will perform all or part of the following, and other related responsibilities as required by the needs of the office.


Advisory

● Brief clients, staff and partners on the procedures, rules, and regulations for the relevant service lines. ● Maintain consistency in approach and compliance with the respective procedures, rules and regulations in the delivery of services and transactions.


Administration


• Deliver the relevant processes and standard transactions, services and work products, in alignment with business plans and adherence to rules, regulations, and procedures.
• Technically support training in respective area of business operations support for clients and staff.
• Identify areas in which processes and procedures can be improved to deliver optimal client service, efficiency and effectiveness.

Financial support services


• Perform a range of finance-support services under technical guidance, including imprest accounts and payments, budget administration, financial monitoring, income and awards administration, and for preparation of financial reports and statements.
• Administer the E-Imprest system. Ensure compliance with financial procedures, systems and internal controls according to Global Management System (GSM) instructions and WHO rules. Select and enter data from variety of documents, ensure accuracy in calculations and attach necessary supporting invoices or receipts of payments and payment authorizations.
• Record all expenses and receipts in the e-imprest and reflect it in the GSM in a timely manner. Monitor the unposted items in the cash book and take necessary steps to clear them in coordination with Global Service Center (GSC).
• Initiate, verify and process financial transactions and payments for WRO office related to staff and non staff costs, purchase orders, local purchases, etc, based on authorizations received from EMRO and GSC. Process e-Imprest transactions and monitor Imprest GL’s including processing and reviewing of purchase orders for services – Imprest, DFC’s, GES and other activities with the aim to ensure accuracy of financial data, adequacy of supporting documents and maintenance of proper accounting records.
• Using GSM, monitor aspects of the implementation of country programme activities and availability of funds for country project/programme activities budget levels and financial expenditures, according to the approved country workplan. Initiate and process different transactions in GSM related to administrative operational activities, including procurement of goods and services. Reviews all requests submitted prepare necessary documents for signature and enter into GSM. Follows up with concerned parties, customs clearance, the receipt of deliverable and finalization of payments; Ensure adherence to WHO rules and procedures and maintain a systematic tracking and follow-up system.
• Reconcile country office cash books and justify any difference in reconciliation; prepare cash counts and to reconcile with the cashbooks on a monthly basis
• Follow up on the transfer of program funds and initiate award budgeting in GSM workplans. Monitor awards expiry dates, alert responsible staff, and initiate action for expenditure batches. Review and follow up on encumbrances and unapplied receivable balances, process and monitor revisions of amounts vis-à-vis award distribution by output.
• Update and maintain financial records and monitoring systems to record and reconcile expenditures, balances, statements and other data for day-to-day transactions.

REQUIRED QUALIFICATIONS


Education


Essential: Completion of secondary education Training and certification in one or more UN operational service areas or systems

Experience


Essential: A minimum of five years of work experience relevant to the position (administrative support services and transactions in the operational support area, including finance).

Desirable: Experience in administrative support positions within WHO or another United Nations agency. Experience in Oracle-based systems or another enterprise resource planning system


Skills


• Knowledge of WHO’s support procedures, and practices in financial support services.
• Very good organizational skills.
• Proven knowledge of banking regulations and local laws.
• Good analytical and effective communication skills.
• Sound knowledge of the organization's policies and regulations in general, and in particular, regarding project activities and financial procedures.

WHO Competencies


1) Teamwork
2) Respecting and promoting individual and cultural differences
3) Communication
4) Producing results
5) Knowing and Managing yourself

Use of Language Skills


Essential: Expert knowledge of English Language and local language.
Desirable: Beginners knowledge of other UN languages.

REMUNERATION


Remuneration comprises an annual base salary starting at USD 20,537 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

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 and/or an asynchronous video assessment may be used as a form of screening.
• In the event 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and E-Manual.
The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
The WHO is committed to achieving gender parity and geographical diversity in its workforce . Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter (https://www.who.int/about/who-we-are/our-values) into practice.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of short-listed candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• For information on WHO's operations please visit: http://www.who.int
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
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This vacancy is now closed.
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