Billing and Service Management Assistant

World Health Organisation(WHO), Kuala Lumpur, Malaysia

Skill Required:, HR and Admin
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
2nd November, 2015

Job Description

Description of duties:

Under the supervision of the Billing and Account Officer, the incumbent will perform:

- Creation and tracking of procurement requests;
- Raising of encumbrances;
- Reconciliation of invoices with the Service Managers;
- Tracking, receipt and payment of invoices;
- Billing and back charging from units, departments, regional and country offices;
- Prepare cost projections;
- Perform reconciliation of estimates against actual expenditures, prepare regular reports, and interact with suppliers.

The incumbent is expected to work on several ICT services, with several ITT service managers, and 3rd party service providers. The incumbent is expected to work with other ICT professionals, both in Headquarters and Regional Offices to ensure timely billing of relevant services.

1. Procurement Request and Tracking.
- Raise complete and accurate purchase authorizations/orders according to WHO procurement guidelines.
- Ensure that funds are available in workplans before any procurement requests are raised.
- Prepare and check all the necessary documentation (e.g. GES memos, Long Term Agreements, adjudication reports, etc.) before raising encumbrances.
- Perform active tracking of purchases made and alert relevant managers for any delays or errors that need to be rectified.

2. Invoice Validation and Payment.
- Perform timely receipt of invoices, validation of charges, identification of discrepancies, validation of credit invoices, and verification with ITT Service Managers.
- Follow up with suppliers to resolve problems in SLAs or invoices.
- Ensure payment of invoices within the agreed payment cycle of the supplier.

3. Billing and Cost Recovery.
- Interact with and inform cost centres (departments, units, regional offices, and country offices) of cost projection and actual charges due to them and perform collection.
- Prepare and submit expenditure batches for processing to WHO finance.
- Perform reconciliation of collection against actual expenses and resolve discrepancies.

4. Interaction and Communication.
- Respond to all correspondence and enquiries (written and/or verbal) on billing and payments.
- Request information from suppliers, service managers, or cost centres to effect timely billing or payment.

5. Adherence to internal processes.
- Follow internal ITO processes for handling customer or supplier tickets or service requests.
- Ensure all assigned tickets (and emails) are responded to and resolved within the agreed Service Level Agreements.
- Keep any form of document or information repository up-to-date.

6.Perform all relevant work related to financial closure and/or any audit exercise.
7.Use existing or develop appropriate tools to proactively record, track, and reconcile transactions.
8.Prepare reports on the status of procurement, invoices, cost recovery, and others.
9. As backup, assume the responsibilities (full or in part) of other Billing and Service Management Assistants.
10. Perform other duties as assigned by supervisor.


- Completion of secondary school education or equivalent.

- Training in the use of financial management and monitoring tools.
- Training in ITIL service management framework.
- Further education, training, or diploma in accounting, banking, or finance field.
- WHO only considers higher educational qualifications obtained from an accredited institution in the World Higher Education Databases (WHED). The list can be accessed through the link:


- Ability to follow a defined set of processes for the effective handling of day-to-day financial transactions including WHO financial policies and guidelines.
- Ability to identify issues and risks and escalate these to supervisor in a timely and effective manner.
- Careful attention to detail and to check own work for accuracy, coupled with the ability to continuously monitor and track progress of procurement, invoices, collection, and payments.
- Ability to deliver within the agreed timelines with utmost quality.
- Ability to write clear and concise documentation (memos) that will be sent for approvals.
- Ability to effectively collaborate with teams in an international, multi-cultural, multi-disciplinary environment; separated by geographical locations and working under different time-zones.
- Proactive, flexible, resourceful and able to work independently with limited supervision.
- Good interpersonal skills with the ability to think and act quickly, sometimes under pressure and yet remain effective.
- Good communication (both oral and written) and problem solving skills.
- Ability to work effectively in both independently and a team environment.
- Mature, independent, self-motivated and service-oriented.


- At least 8 years experience in book keeping, journalizations, account/bank reconciliation or transactional billing (cost recovery) across multiple currencies with completion of secondary school or commercial school or;
- 6 years with a relevant first level University Degree or;
- 5 years with a relevant Advanced University Degree.

-Experience in performing audit-related activities.
- Experience in using ERP systems (i.e. Oracle eBusiness Suite).
- Extensive administrative / financial support experience with the WHO or other UN agencies.
- Knowledge of WHO's (or other UN agencies) financial and procurement systems, policies, guidelines, and procedures would be an advantage.


- Expert knowledge in English, both written and spoken.

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