Accounting Assistant

The position is located in the Accounts Section (COMPT) of the Treasury and Accounts Branch (TREASURY) of the Financial Services Department (FINANCE). TREASURY provides policy guidance and services in the areas of accounting and treasury having primary responsibility for the production of the annual audited consolidated ILO Financial Statements in accordance with International Public Sector Accounting Standards (IPSAS) as well as other statutory reports. It also aims at developing effective treasury Office-wide and investment management policies. COMPT provides general accounting services including maintenance of accurate, complete and reliable accounts for all funds managed by the ILO in accordance with ILO Financial Rules and Regulations. 
The incumbent of this position is responsible for performing a variety of accounting tasks related to the administration of the Office’s special funding arrangements and its Accounts Receivable (AR) and General Ledger (GL) activities. A particular focus of this role is to support the Section’s projects to enhance the efficiency and effectiveness of accounting operations of the Office in the areas concerned. 
The position will report to the Chief, Accounts Section (COMPT).  
 

1. Maintain accounting records for special funding arrangements such as ‘gifts and grants’ and reimbursable activities. Act as focal point for departments and field offices providing guidance on process requirements and accounting matters in line with relevant Office guidance such as Finance manual, Financial Rules and Regulations. Prepare invoices as required and monitor their timely collection. Monitor and close the account as per the terms of the agreement. Run the standard IRIS financial income and expenditure report at request of the department or field office. Contribute to the draft of the biennial report to the Governing Body on voluntary contribution and gifts accepted by the Director-General. 
2. Review the accounting generated in the GL for benefit payments and contributions related to the Staff Health Insurance Fund (SHIF) in order to ensure accuracy of records. Prepare accounting entries in case of wrong postings. Reconcile advances on a regular basis. Draft the SHIF Financial Statements in the standard format for review by supervisor and provide analysis as required. Act as a liaison between SHIF and the Accounts Section.  
3. Perform tasks related to the invoicing of other services provided by the ILO to third parties.
4. Participate actively in project activities to enhance accounting operations leading to higher efficiency and increased internal control.
5. Perform administrative tasks relating to assessed member States contribution income including the preparation of the draft standard reports to the Governing Body on member States’ contributions. 
6. Analyse transactions of specific funds or GL accounts as requested by the supervisor, prepare simple financial reports or payment requests for such funds and prepare accounting adjustments if necessary.  
7. Assist in the year-end closure of the Office’s accounts by reviewing the validity of specific funds and GL balances and making necessary closure adjustments if required.  
8. Perform other relevant duties as assigned.

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
 

1. Analyses, evaluates and monitors a variety of complex financial documents, accounts or projects to identify and investigate anomalies or wrongly posted transactions and to determine corrective action. These may include: general ledger accounts, such as: personal and suspense accounts, pension fund accounts, major operating bank and clearing accounts; requests for replenishments of field bank accounts; field non-budgetary accounts; regular budget and development cooperation budgets; personnel actions; payment requests. 
2. Analyses and processes complex transactions related to payroll, claims and obligations; prepares cost estimates and budgetary forecasts. 
3. Verifies field accounts and transactions for a number of offices, for accuracy, completeness and compliance. 
4. Acts as a Certifying Officer for proposed obligations. 
5. Participates in the preparation of financial data to be included in the Governing Body documents, the Pension Fund reports, CCAQ documents and the Financial Report and Audited Financial Statements. 
6. Trains, briefs and provides guidance to officials on financial and budgetary issues. May be required to participate in the preparation of training material and in the presentation of formal training courses related to the work of the Unit. 
7. Suggests improvements in, and participates actively in the development and enhancements of computer systems and procedures related to the work of the Unit. May be responsible for the maintenance/updating of the system, trouble shooting and may also act as focal point/users' help desk. 
8. May be required to provide guidance and to review the work of junior staff within the unit. 
9. Drafts correspondence in two languages to obtain clarification, obtain explanations and respond to complex issues. 
10. Performs any other job-related duties as required. 

Completion of secondary education supplemented by tertiary training in accounting and/or finance.

Ten to twelve years’ relevant experience, of which at least 5 years should be within the Organization's financial operations. 

Excellent command of English or French.  Working knowledge of the second language. Knowledge of Spanish would be an advantage. 

In addition to the ILO core competencies, this position requires:
Very good knowledge of accounting and financial principles, procedures and systems and demonstrable practical accounting skills. Advanced Excel and Word skills. Proficient knowledge of and ability to work with the ERP system such as IRIS. Excellent analytical skills to identify and resolve problems. Ability to communicate effectively both in writing and orally. Ability to deal with clients and to respond to their queries. Ability to work in a team and to work under pressure. Ability to train, supervise and instruct other staff. Ability to structure and prioritize work to meet deadlines. Works with material that needs to be kept confidential. Accuracy and attention to detail. The ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.