Back Finance Assistant

Grade: GS5

Publication date: 06 March 2023
Application deadline (midnight local time): 27 March 2023

Vacancy no.: RB/SUV/GS5/2023/001

Job ID: 10504
Department: RO - Asia & the Pacific
Organization Unit: CO-Suva
Location: Suva
Contract type: FT with the possibility of Extension

The recruitment process for General Service positions is subject to local recruitment regulations and Article 4.3 of the ILO Staff Regulations.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates

  The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

  *Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade.

  Organizational Setting

  This position is located in the CO-Suva.

  Main Purpose

  As a team member, the incumbent provides a range of specialized finance and administrative support services in an efficient, effective and client-oriented manner. Work involves using the enterprise resource planning (ERP) system to process transactions for financial clearance and payment processing. The incumbent performs at a fully operational level and resolves a variety of recurring and non-recurring operational issues, requiring the correct application of financial rules and regulations, policies, procedures and guidelines.

  The position works under the supervision of Operations Officer. Supervision received is focused on the timeliness of process execution and the quality of outputs. The incumbent works with a moderate degree of independence. Work is reviewed for correctness in application of financial rules and regulations, policies, procedures and guidelines.

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  Working Relationships

  Internal contacts are with staff and managers in field offices, project locations and headquarters to provide support and exchange information on specialized processes and issues related to service delivery. The incumbent regularly liaises with and receives guidance from the regional finance unit.

  External contacts are primarily with service providers, banks, United Nations (UN) agencies and other international organizations to obtain clarifications and to seek or provide information for the completion of pending issues.

  Key Duties and Responsibilities

  1. Perform a range of specialized finance support functions and services for operational and payment-related work of the Office, including initiating and processing financial transactions in the enterprise resource planning (ERP) system and verifying that information and supporting documentation is in compliance with financial rules and regulations, policies, procedures and applicable standards.
  2. Process accounts receivable including billing, adjustments and changes. Manage cash receipts and petty cash.
  3. Undertake monthly bank reconciliation and follow up on outstanding issues including contacting banks to clarify issues on account statements.
  4. Monitor expenditure and budget allocations, updating information on local currency bank accounts and informing supervisor when funds need to be replenished.
  5. Maintain and update spreadsheets and databases for internal expenditure control purposes. Prepare inputs, run reports and extract and compile financial data and present information on the status of financial resources of the Office to support analysis and reporting needs.
  6. Respond to requests for general information and routine queries on status of payments and other budgetary issues.
  7. Keep abreast of financial rules and regulations, policies, procedures, guidelines and processes and share information with concerned parties.
  8. Perform other relevant duties as assigned.

     Minimum Requirements

     Education

     Completion of secondary school education

     Experience

     Minimum of five years of operational or administrative support work experience including providing financial operations support services. Experience of working with an enterprise resource planning (ERP) system.

     Languages

     Excellent command of an official language (English, French, Spanish) of the Organization. Working knowledge of another official language of the Organization or an official national language of the duty station.

     Knowledge and Competencies (technical/behavioural)

     Knowledge and Competencies (technical and behavioural)
     Knowledge of financial administration and/or accounting techniques.
     Knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards.
     Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

     In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

     Ability to interpret and work within the applicable financial rules and regulations, policies and procedures.
     Ability to adapt quickly to new software and systems.
     Accuracy and attention to detail.
     Sense of responsibility to maintain data integrity.
     Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

     Recruitment process

     Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

     Fraud warning

     The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.