Administrative Assistant (Finance)

OBJECTIVES OF THE PROGRAMME

To provide administrative support to the WHO Country Office, China, for sound financial practices managed through an adequate control framework, accurate accounting, expenditure tracking and the timely recording of income. To work collaboratively with local and international staff, government officials, bank officials and commercial vendors, as well as regional office staff, especially finance and budget unit for daily operations, queries, responses and/or consultations as needed.

DESCRIPTION OF DUTIES

Under the supervision of Administrative Officer and guidance of the Head, WHO Country Office, the incumbent performs the following functions\:

1. Maintains the imprest account of the WHO Country Office, China - Chinese Yuan and US dollars;

2. Reviews and examines invoices and prepares vouchers and cheques in accordance with procedures for signature by authorized officials;

3. Calculates salary payments, overtime claims, travel advances and other financial transactions;

4. Provides advice and guidance to staff on all aspects of imprest account, imprest POs and other financial queries;

5. Maintains ledgers and accounting records for classification and recording of financial transactions and for the reconciliation of accounts and preparation of recurring or special reports;

6. Monitors account levels and initiates timely requests for replenishments through supervisor;

7. Maintains cash books, including control of disbursements and monitors cash held in office safe; reconciles cash books with bank statements;

8. Prepares financial data and reports within deadline set ensuring accuracy and completes supporting documentation;

9. Assists in managing the Country Office administration activity workplan in conducting budget, ceiling review, tracking distribution of awards, encumbrance and expenditure, implementation and reporting;

10. Reviews for accuracy and completeness reports and periodic monitoring sheets on direct financial cooperation (DFCs), agreements for performance of work (APWs) and all encumbrance, invoices and other financial data.

11. Assists the Admin Officer and Head of WHO Country Office in all aspects of accounts maintenance by providing reports on financial status, procedures, costs, expenditures and other financial matters;

12. Initiates queries and maintains liaison with officials of the National Health and Family Planning Commission (NHFPC), Diplomatic Service Bureau, Ministry of Foreign Affairs, Customs, Banks, Tax bureaus and other institutions to obtain information required to complete work.

13. Provides administrative support on HR, including recruitment and contract management, entitlements and remuneration.

14. Provides support on procurement of office supplies, customs clearance and other administrative requirements of the office;

15. Prepares correspondence on financial and administrative matters;

16. Occasionally replaces other staff in the office during their absence as coordinated by Administrative Officer; and

17. Performs other related duties as and may be required.

REQUIRED QUALIFICATIONS

Education

Essential\: Equivalent to graduation from secondary school with thorough training in accounting or finance/budget practice.
Desirable\: University degree in accounting, finance, budget or business administration would be an advantage. Professional qualification or licensure in accountancy is an advantage.

Experience

Essential\: Minimum six years of progressively responsible experience in accounting, finance/budget and administrative work, preferably in a large organization.
Desirable\: Accounting/budget, finance experience from other United Nations agencies or international organization is desirable.

Skills

Knowledge in finance and administration; Knowledge of office procedures and broad administrative functions; Ability to learn fast to acquire knowledge of WHO procedures, rules and regulations and regularly have the knowledge updated; Ability to draft correspondence and prepare documentations and reports concisely and accurately; Skills in the use of computers and ability to adapt various software applications; Ability to work harmoniously as a member of a team, adapt to diverse cultural backgrounds and maintain a high standard of personal conduct.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Ensuring the effective use of resources

Use of Language Skills

Essential\: Expert knowledge of English. Expert knowledge of Chinese.
Desirable\:

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 CNY 211,936 (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 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.

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

• WHO is committed to workforce diversity.

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

• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.