PAHO Country Offices are responsible for ensuring that the Pan American Health Organization / World Health Organization (PAHO/WHO) country program of technical cooperation and its country presence provides adequate support to the national health development process and, at the same time, enables countries to shape the sub regional, regional, and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the country/ies, drawing on PAHO/WHO resources from all levels and all parts of the Organization.
Under the direct supervision of the Administrator, and the general guidance of the PAHO/WHO Representative (PWR), the incumbent assists in the financial operations of the PWR Office, and is responsible for, but not necessarily limited to, the following assigned duties:
Participate in financial activities of the Office of the PWR, assisting in the planning, compilation and preparation of the Biennial Work Plan (BWP) and the semiannual program of work for each entity, coordinate the allocation of assessed and voluntary contribution funds by program area; ensure that all assessed and voluntary funded transactions in the areas of finance, and accounts are managed in accordance with established PAHO rules, regulations, directives and procedures; provide direction and guidance on accounting matters to staff;
Initiate and/or approve finance related actions in the PASB Management Information System (PMIS) for temporary staff and contingent workers; serve as Compensation Finance Partner Within Entity for PMIS for the PWR;
Update financial information in PMIS and in any other databases for reporting needs; provide feedback to enhance existing databases;
Verify that transactions are performed in accordance with relevant rules; create invoices and payment requests ensuring accurate calculations and relevant supporting documentation;
Complete settlement run for US dollar and local currency bank accounts, issuing checks and direct deposits;
Process accounting entries for receipts, identifying beneficiary and other relevant information to ensure prompt application of funds;
Ensure adequate funding of local currency accounts and initiate replenishment requests when necessary;
Review supplier invoices for validation of participants’ costs, as applicable; review and verify financial reports for SFCs; review expenditures and issuance of notices of reimbursement;
Maintain and update signature panel as needed (letters and documentation);
Monitor outstanding financial transactions, i.e., amounts due from staff, non-staff, sponsors and clients;
Coordinate with technical units the receipt of pending financial reports to justify transfers to counterparts through different modalities of technical cooperation;
Collaborate with the Administrator to monitor the payment of Government quota contributions and in the establishment or modification of internal operating procedures; maintain files on the Government’s Quota contributions and provide information and support to both Headquarters and the Government in this respect;
Ensure that PAHO’s financial Rules and Regulations are adhered to in the obligating and disbursement of funds of the Organization, and that security control measures are in place and operational with respect to financial aspects of the Representation, as recommended by Headquarters;
Act as Focal Point for UN Business Operation Strategy (BOS) for Finance;
Provide information regarding the financial operations, when required;
Ensure that the year end closure and financial operating procedures are followed, in accordance with established practices and procedures; perform the bank reconciliation; collaborate with the Administrator on the monthly compliance process;
Provide guidance and support on the cost sharing of General Operating Expenses with the co-located cost centers;
Perform the Expense Partner Role and provide guidance and support to the staff and personnel with their spend authorizations and expense reports; serve as Finance Partner within Entity and support the TCA-related activities dealing with payments to meeting participants, travel and direct payments to suppliers;
Act as Focal Point for the SHI in the PWR and for the PAHO retirees, supporting the request for letters of guarantee, insurance claims from staff and retirees and payments to health providers; provide guidance on SHI related matters, follow up on requests related to SHI and coordinate with HQ as necessary;
Compose routine letters, memoranda, electronic mail, reports, charts etc on own initiative or from verbal instructions, using standard office computer software;
Perform other related duties, as assigned.
Technical Expertise:
Knowledge of accounting principles and practices and ability to analyze financial data.
Ability to plan, organize, coordinate and carry out financial/accounting processes, such as: monitoring accounting activities, developing operational standards and procedures manuals, determining priorities, adjusting or identifying new internal procedures, etc.
Skills in planning, organizing, evaluating, problem-solving and decision-making of office management processes.
Ability to write/originate routine and non-routine correspondence and reports.
Ability to supervise, including skills in planning, organizing, evaluating, problem-solving and decision-making of office management matters.
