Senior Admin, Budget %26 Finance Assistant

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.

DESCRIPTION OF DUTIES

Under the direct supervision of the Management Officer (MO), the incumbent performs the following duties\:

Responsible for the overall updating and monitoring of the implementation of the GSC Work Plan which includes\:

1. HR Plan\:

- Revision of the human resource plan involving adjustments to respond to changing staffing needs triggered by a variety of reasons, such as creation/removal/mapping of positions and the receipt of new funding.

2. Activity Plan\:

- Updating and monitoring of funding and expenditure's implementation.

- Regular reporting to supervisor on the overall of HR Plan and Activity Plan status.

3. Imprest Expenditure\:

- Monitoring and updating all e-Imprest transactions. 

- Review of services purchase orders

- Imprest, Agreement for Performance Work (APW), General External Service (GES) and other activities with the aim to ensure accuracy of financial data, adequacy of supporting documents and maintenance of proper accounting records.

- Monitoring payment instructions sent to Accounts Payable (AP) and process e-Expenditure batches (as required).

- Manages the GSC petty cash, completes cash/advance reconciliations; prepares monthly expenditures (cash and bank transaction) which are related to e-Imprest accounts and other related financial statements and reports.

- Extract data from Global Management System (GSM) and produce reports in a format that facilitates analysis and reporting.

4. Procurement Requestor\:

- Preparing and creating new Purchase Orders (POs) for Services and Goods (new request and amendment); do analysis and forecasting for each PO service (APW, GES, e-Imprest, Letter of Agreement (LOA)) request.

- Monitors and performs an up-to-date data collection for POs balance in GSM.

5. Monitors financial transactions with the GSC local bank and make regular cash and bank transfer reconciliations. Maintains regular contacts with the bank to obtain day-to-day information on changes in procedures and regulations.

6. Acts as focal point to provide PTAEO for various request (travel, purchases).