Executive Assistant (Budget & Finance)

OBJECTIVES OF THE PROGRAMME

To provide accounting policy guidance and income/ awards and budgetary management and support across the SEA Region. Ensure effective financial controls exist and are properly managed. Ensure income is managed appropriately for all sources of funding and advice budget centres on all aspects of income and awards management. Monitor the general ledger and sub ledgers and take action where necessary to correct errors. Coordinate the monthly and annual financial closure processes at country and regional level.

DESCRIPTION OF DUTIES

Under the overall guidance of the Budget and Finance Officer and direct supervision of National Professional Officer (Budget), the incumbent performs following tasks:

1. Review and process Award amendment Requests (AMRs), Award Activation Requests (AARs) and Award Distribution Requests (ADRs), co-ordinate with technical units and HQ; do an analysis of award distributions in GSM within budget ceilings.

2. Fund the work plans; reconcile award distribution, budget and work plan funding; advise award managers and staff on budgetary issues;

3. Follow-up on receivables, undistributed funds and expiring awards. Carry out tasks related to monthly, annual, biennial closures.

4. Initiate any follow up relating to implementation of voluntary funded projects and co-ordinate with award managers, including closure of awards, financial reports due to donors and processing of refunds.

5. Assist in the preparation of briefing materials for WR's meeting, Regional Committee meeting, PBAC, WHA and other meetings.

6. Recording of In-Kind and In-service contributions in line with Standard Operating Procedure (SoP) and ensuring adequate supporting documentation and audit trail for recording expenditure against these awards.

7. Review and maintain information in the data base on GSM HR work plans, analyse the financial impact of programme changes on the HR plan; Prepare related expenditure batches.

8. Draft comments/correspondence related to the incumbent's area of work and preparation of briefing notes.

9. Replace other BFU staff during their absence. Perform any other tasks assigned by the supervisor(s).

REQUIRED QUALIFICATIONS

Education

Essential: Completion of Secondary School education.
Desirable: Diploma / certificate of specialization in finance and accounting an advantage.

Experience

Essential: At least 5 years of experience in the areas of budget or financial accounting.
Desirable: Experience in a UN Organization or International Organization is an asset.

Skills

A. Good knowledge and understanding of WHO Financial Rules and Regulations. eManual Provisions, WHO's automated accounting system (GSM) and accounting principles.B. Knowledge of Excel spreadsheets and application of advance excel skills as applied to data generated from the GSM for conversion into user friendly reports.C. Ability to draft standard correspondence.

WHO Competencies

Teamwork
Communication
Respecting and promoting individual and cultural differences
Producing results

Use of Language Skills

Essential: Expert knowledge of English.

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 INR 784,918 (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.

• Staff members in other duty stations are encouraged to apply.

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

• WHO is committed to workforce diversity.

• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

• 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.