Finance Assistant. EU/BON Centre for Environment & Health

Grade: G5

Contractual Arrangement: Fixed-term appointment

Contract Duration: 24 months

Job Posting: Nov 15, 2024, 1:23:43 AM

Closing Date: Dec 9, 2024, 4:59:00 PM

Primary Location: Germany-Bonn

Organization: EU/BON Centre for Environment & Health (DEU) CDE

Schedule: Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

OBJECTIVES OF THE PROGRAMME

The Division of Communicable Diseases, Environment and Health (CDE) assists country efforts to reduce the burden of communicable diseases and addresses the social, economic and environmental determinants of health, and promotes policies and actions for health through behavioral insights; communicable diseases such as tuberculosis, HIV/AIDS and hepatitis, and vector-borne and neglected tropical diseases; elimination and control of vaccine-preventable diseases and advocacy for increased use of vaccines; containing and controlling antimicrobial resistance; addressing existing and emerging environmental health risks and supporting violence and injury prevention. The WHO European Centre for Environment and Health in Bonn provides technical and scientific expertise on the impacts of environment on health.

DESCRIPTION OF DUTIES

The incumbent supports the technical programmes of the European Centre for Environment and Health in ensuring adherence to WHO financial rules, regulations, policies and established procedures. Various additional secretarial, coordinating, monitoring and administrative services are to ensure that complete, timely and accurate information is recorded in the accounting system and overall administration.

Key duties:

FINANCE

1. Manage the Bonn e-Imprest account: Input financial transactions, generating monthly reconciliations, closures and reports, both for the bank and petty cash.
2. Check invoices for relevant APIA requirements and submit them to the Global Service Centre for processing and monitor payments.
3. Confirm receipt of services/goods in the GSM system as well as process relevant VAT forms and/or invoice templates.
4. Manage the petty cash of the Bonn office; make disbursements against authorized local payment instructions within the delegation of authority.
5. Liaise with the Global Service Desk via hotline, email or MyService to clear outstanding items. Follow-up with GSC staff to facilitate timely resolution of invoices on hold pending missing or wrong information.
6. Prepare recurring reports on assigned accounts, noting problems resulting from excess cost or shortfalls. Prepare special reports to clarify problems, or as requested for other reasons.
7. Compile reclaimable VAT invoices and submit quarterly reimbursement requests to the host government. Perform regular VAT reconciliations against the GL account.
8. Maintain contact with local bank and perform online banking transfers. Keep panel of bank signatories up to date.
9. Calculate and compile cost estimates and projected budget requirements; assist in the preparation of budget statements within the area of assignment.
10. Prepare expenditure batches through GSM; do regular workplan checks to close unused encumbrances and purchase orders.
11. Provide financial analyses of the Bonn Running Cost workplan, proposing economies of scale wherever possible.

OFFICE ADMINISTRATION:

1. Management of corporate suppliers for the Bonn office, ensuring correctness of contact and bank account details.
2. Issue service/good requisitions as instructed by supervisor; maintain the Bonn fixed assets inventory including annual verifications and reconciliations.
3. Monitor generic WHO/ECEH email address for incoming inquiries and forward them to the relevant P-staff for reply.
4. Advise staff with diplomatic status to prepare reimbursement claims for private VAT and energy tax.
5. Act as a liaison officer with the Protocol Office of the German Ministry of Foreign Affairs, on matters related to staff residence permits, issuance of ID cards, badges to access the UN premises, registration of vehicles, etc.
6. Support onboarding of new staff from an administrative point of view.
7. Perform duties of Leave Administrator for Bonn Office.
8. Support the organization of meetings (internal and external) and events organized/led by the office of the Head, Bonn office, including office meetings and retreats and meetings involving external guests.
9. Perform other duties as required.

REQUIRED QUALIFICATIONS

Education

Essential: Equivalent to graduation from secondary school or equivalent technical or commercial school.
Desirable: Higher education from an accredited educational institution. Basic training in accounting principles. Specialized training preferably in finance/administration/management related fields.

Experience

Essential: At least five years of progressively responsible experience in the finance/administrative field. Bookkeeping experience (minimum 2 years).
Desirable: Experience within WHO and/or UN.

Skills

Proven skills in standard office software: Windows, Word, Excel, Outlook, PowerPoint; Experience with accounting software such as Imprest; Experience in the use of an ERP system (Enterprise Resource Planning such as GSM). Knowledge of WHO policies and procedures requires regular updates.

WHO Competencies

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Knowing and managing yourself

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of German.

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 EUR 44,919 (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 and/or an asynchronous video assessment 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct.
• 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.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment.

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