Back Finance Associate ( Multiple Positions)

OBJECTIVES OF THE PROGRAMME

The objective of the Division of Business Operations (BOS) is to support the work of WHO in the European Region through delivery of services within the areas of human resources, finance, contracting and procurement, legal advice, information & communications technology, printing, security, facilities management, fixed assets, conference support, travel and transport, safeguarding personnel and staff wellness and well-being. As an enabling function, the division enhances the productivity of the health technical programmes and country offices while at the same time overseeing accountability, transparency and compliance with WHO administrative rules and regulations. The BOS division strives to strengthen the capacity of WHO/Europe to react in an agile way to external and internal changes. The division projects are designed to increase productivity, ensure financial sustainability of the region's structures, reinforce a client-oriented culture, strengthen country office capacities, and drive strategic initiatives to enhance staff motivation and well-being. As part of the BOS division, the Financial control and assurance unit (FCA) supports the operations of the technical divisions and country offices in WHO/Europe in their work towards achieving the goals set by the WHO European Programme of Work. FCA delivers continuous guidance, review, capacity building and oversight of financial transactions, policies and procedures. FCA also ensures compliance with financial regulations and rules, policies and procedures and maintains internal controls in order to effectively discharge WHO's accountability obligations to Member States and donors.

DESCRIPTION OF DUTIES

As a member of Financial Control and Assurance Unit (FCA), the Associate will perform duties under the supervision of a Finance Officer as follows: 

Transactional Assurance: 

• Performs pre and post facto checking/review of documents for compliance with WHO rules and regulations. Reports on findings of transactional compliance on operations in Europe Region. 
• Builds capacity in technical units/Country Offices/GDO through establishing dialogue and discussing issues that raise concerns with the WHO/Europe country office focal points.
• Supports the Finance Officer to develop a prioritized action plan for the implementation of recommendations. Monitor, follow up on the implementation of recommendations. Supports in preparation of draft consolidated reports on findings and follow ups.
• Provides regular guidance and assistance to technical units/country offices and GDOs with operations, management, and reconciliation of WHO/Europe offices imprest accounts. Provides guidance and support on financial operations, including analysis of receipts and payments, verification of bank and cash reconciliations, confirmation that the imprest balances equals the General Ledger balances.
• Supports in review of proposals submitted for supervisors' approval to ensure compliance with WHO financial rules and regulations. 
• Supports in preparation of reports on in-depth capacity assessments of implementing partners (e.g., Ministries of Health, NGOs, or other).
• Supports Finance Officer on post-facto financial spot checks on Direct Financial Cooperation (DFC), Direct Implementation (DI) or Grant Letter of Agreement (GLOA) activities.
• Participates in on-site verification missions to implementing partners and WHO/Europe Country Offices to assess whether funds transferred were used in accordance with contractual requirements and relevant WHO policies and procedures.
• Assists country offices in establishing agreements with third party audit firms and supports CO colleagues by review and feedback on third party audit firms' deliverables.
• Helps in capacity development activities in WHO/Europe on programme implementation modalities through training sessions, workshops, and presentations.
• Actively participates in financial closure related activities under FCA's responsibilities, during monthly, yearly and biennial closure.
• Supports implementation of new tools and development of existing tools - Business Management System (BMS), e Workflow, financial dashboard, share point or other - in assigned subject area.
• Provides hands-on support to country offices in the absence of responsible officers or assistants.
• Provides back up for other finance assistants during their absence and perform any other task as assigned by the supervisor.

  Donor, Awards and Reporting:

  • Guide the technical units, country offices and GDOs on the analysis of information from various financial reports obtained from the legacy accounting systems. Provide them with advice on the preparation of the management financial reports. Reconcile and clear the management financial donor reports prepared by EURO colleagues prior of submission to donors. Reviews and analyze the financial report to provide meaning information to finance officer.

  • Reviews the requests from EURO colleagues for compliance with donor agreement. Advise on the process of award management- i.e. award activation, amendments, monitoring, implementation.

  • Review new donor agreements for financial clauses including but not limited to audit requirements, interest accrual, Programme Support Cost, financial reporting, and payment terms. Work in close collaboration with the technical units and country offices to advise them on the procedures to follow in case a deviation to the standard terms and conditions is identified.

  • Helps in capacity development activities in EURO through guidance on financial rules and regulations, training sessions, workshops, and presentations in the area of donor reporting and award management.

  • Conduct monthly, quarterly, and yearly monitoring exercises using WHO’s ERP system of receivables, bad debts, awards ended with balances.

  • Monitoring and regular follow ups for active encumbrances for EURO region on a regular basis. Provide necessary and guidance to EURO colleagues on encumbrance management.

  • Provide necessary training and guidance to EURO colleagues on raising expenditure batches.  Act as focal point for processing and management of non-standard expenditure batches for EURO region

  • In depth reviews of donor reports with European Commission, analysing all cost reported together with supporting documentation for salaries charged to the project. Supports finance officer for EC verification missions.

  • Analyse and provides necessary information in area of donor awards and reporting for country for transactional compliance reports prepared by FCA for different budget centers

    📚 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!

  • Actively participate in financial closure related activities under FCA’s responsibilities, during monthly, yearly and biennial closure.  Supports finance officer to provide information and guidance for accruals, cost recognition, donor agreement recognition for EURO region.

  • Manage in kind and in service awards. Create all tasks to have the in kind and in service donations fully expended in GSM/CEM. Workplan creation, workplan funding, award increase, collecting supporting document from EURO colleagues.

  • Supports implementation of new tools and development of existing tools – CEM, Business Management System (BMS), e Workflow, financial dashboard, share point or other – in assigned subject area.

  • Provide hands-on support to country offices in the absence of AOs/FAs/AAs

  • Provide back up for other finance assistants during their absence and perform any other task as assigned by the supervisor

    REQUIRED QUALIFICATIONS

    Education

    Essential: Completion of secondary school or equivalent with training in the areas of finance and/or accounting.
    Desirable: A university degree in business accounting and finance or advanced training in accounting systems and computer sciences

    Experience

    Essential: At least 8 years of progressively responsible experience in the finance and accounting area of a large organization.

    Desirable:

  • Demonstrated experience in an Oracle-based or other ERP system. 
  • Demonstrated experience in an international environment or institution.
  • Relevant experience with(in) WHO or in the UN.

    Skills

    Demonstrated knowledge of general accounting principles, procedures, practices and information technology for extracting quick and correct information from financial database. Demonstrated knowledge of Excel spreadsheets andapplication of excel skills as applied data generated from an ERP system. Attention to detail. Ability to identify and manage one's own emotions, as well as helping others to do the same.

    WHO Competencies

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

    Use of Language Skills

    Essential: Advanced knowledge of English
    Desirable: Working knowledge of Turkish and/or another WHO/Europe working language (French, Russian, German)
    

    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 USD 22,728 (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. 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.
  • 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. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
  • 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. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
  • The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
  • Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
  • An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
  • WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
  • WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
  • For information on WHO's operations please visit: http://www.who.int.
  • WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
  • The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
  • 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, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
  • This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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