Head, Disbursements (P-3)

Position Remarks

This fixed-term appointment is for duration of two years with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable. The OPCW is a non-career organisation with limited staff tenure. The total length of service for Professional staff shall not exceed 7 years. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.

Principal Functions

Under the direct supervision of the Head, Budget and Finance and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the Head, Disbursements will have the following primary responsibilities;

1. Organise the disbursing activities of two functional work units: payroll & travel unit and suppliers and services unit

• Organises the section's activities and processes, assigns responsibility to the Senior Financial Operations Assistant and the appropriate unit supervisors, ensures that staff are equipped with the skills and knowledge necessary to perform their tasks accurately and efficiently;
• Leads and coaches staff to achieve the highest possible level of production through daily/weekly and individual/team consultation to plan and organise activities and allocate tasks so that every staff member is aware of their responsibilities in the process;
• Co-ordinates with the Accounts and Reporting Section to meet their planning requirements for maintaining accurate accounting records and for producing the relevant financial reports;
• Resolves issues encountered by disbursements staff and makes decisions to solve them, or contacts other offices to support their needs;
• Explains and provides guidance and clarification in the processing of disbursements in accordance with the relevant regulations, rules and directives to ensure that the disbursements staff are sufficiently trained in the examination of claims and the preparation of payment vouchers in accordance with the applicable guidelines;
• Work closely with Treasury Section to process vouchers on a timely basis to release funds by cut-off time.

2. Ensure that disbursements comply with the relevant Financial Regulations, Rules and Directives.

• Acts as sole Approving Officer for payment of the OPCW budget, ensuring that compliance with the relevant Financial Regulations and Rules and Directives;
• Instructs and trains the staff members in the Section to ensure that the financial regulations and rules are well understood and applied and required internal controls exist.

3. Advise on and participate in the implementation of integrated financial and accounting systems for the organisation.

• Acts as team leader to incorporate needs for the accounts payable, payroll, and other staff benefit into systems relevant to the work of the Section;
• Participates in activities relating to other modules which impact AP and Payroll as required.

4. Assist the Head of Branch in various management tasks.

• Drafts papers on post justification or appraisal report;
• Describes and develops financial procedures and policies in line with the financial regulations and rules, and directives';
• Provides information and inputs and draft responses to internal and external audit recommendations;
• Proposes recommendations on the improvement of internal control system;
• Advises the Head of Branch on administrative and financial matters.

5. Perform other duties as required.

Knowledge and Skills

Education:
Essential: Advanced University degree in Accounting, Finance, Management, Public or Business Administration or related field. A first level university degree in the same areas as above in combination with qualifying experience (minimum 7 years) may be accepted in lieu of the advanced university degree.

Skills and Abilities (key competencies):
. Ability to analyse operational and staffing issues, ensure attention to detail, identify priorities, formulate options, and propose and implement solutions in a complex business environment;
. Well-developed inter-personal and communication skills with ability to present information clearly and logically both in writing and verbally;
. Demonstrated leadership and management skills in a financial operations environment, including delegation of responsibility, motivation and direction of staff, and a commitment to effective performance feedback;
. Ability to act with discretion, confidentiality and tact in sensitive situations, as well as maintain effective working relationships with people of different cultural backgrounds;
. Proficiency in Microsoft desktop packages and sophisticated financial information systems, including payroll databases.

Experience

Essential:
•Minimum five years of progressive experience in accounts payable functions including payroll (at least two years include international operations) with advanced level degree and seven years with first level degree;
•Extensive knowledge and experience in administering contemporary financial operations including payroll
•Extensive experience and demonstrated success in leading contemporary accounts payable operations, attention to detail and accuracy;
•Experience in revising methods/procedures, drafting directives and implementing technology supported improvements.
•Experience with modern ERP financial systems, Payables and Payroll components.
•Sound knowledge of International Public Sector Accounting Standards (IPSAS).
Desirable:
•Experience in planning and prioritising the resources and workload of small teams;
•Experience in process review and implementation of improvements;
•Experience working in organisations and/or UN Commom System would be a strong asset.

Languages

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

Salary Remarks

Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions) in US$ and a post adjustment. The post adjustment (cost of living allowance) is variable and subject to change without notice in accordance with the rates as set within the UN Common System for salaries and allowances. The figure quoted on the right, is based on the February 2018 rate of 45.4%