Senior Finance Assistant

World Health Organization(WHO), Kuala Lumpur, Malaysia

Skill Required:, Finance and Accounts
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
6th July, 2016


Job Description

Description of duties:

- Finance processing includes a number of high volume tasks, which nevertheless require close attention to detail. Processing errors could lead to large-scale financial loss to the Organization, and severe inconvenience to staff and/or suppliers, globally.
- The incumbent will be responsible for the day-to-day operations related to finance activities.

These functions require:

- The ability to analyse and process transactions;
- Detail-oriented review with clear follow up;
- The ability to prioritize and work under pressure with close attention to detail;
- A proactive approach;
- Effective communications skills when liaising with colleagues and with clients;
- Close collaboration with colleagues with GFI, GSC, Headquarters (HQs), Regional Offices (ROs), and Country Offices (COs);
- Subject matter expert in the team's activities and provides guidance to other staff;
- Extracts accounting details from the accounting systems in order to analyse and verify accuracy and validity;
- Analyzes accounting records and produce management reports;
- Act as a backup during Supervisor's absence.
- Within the delegated authority, the incumbent is assigned all or part of the following responsibilities.
- However, staff may be rotated and assigned to perform other duties within GFI as determined by the Coordinator Finance which includes ad hoc assignments, reinforcing other teams or replacing other staff members as required.

General duties and responsibilities (for all teams):

- Deliver responsive services to customers and stakeholders in alignment with the GSC Service Catalogue. This is achieved through processing requests received in ERP workflow; requests assigned through other Corporate systems; or assigned directly by Supervisors, in accordance with established procedures, to correctly administer and implement the assigned tasks to ensure quality and accuracy are met.
- Follow up closely on the pending tasks to resolve within response times set out in the Service Catalogue.
- Seek advice or guidance from Supervisors as and when necessary.
- Provide advice or guidance to other staff in the team.
- Take initiative to communicate with colleagues within or across departments to seek confirmation or clarification on issues when necessary.
- Respond to enquiries and provides support, advice and guidance to clients in Headquarters, Regional Offices, Country offices.
- Assist with identification of system issues or enhancements, and in testing fixes and solutions.
- Reconcile General Ledger accounts; and prepare journal vouchers and accounting entries as required.
- Analyze financial records and produce accurate management reports.
- Make recommendations on improvement of work processes.

The three teams in GFI have team-specific duties over and above those described above.

Payroll and pension team duties:

- Maintenance of staff members' financial records.
- Process monthly, daily and ad hoc payroll runs.
- Process separations.
- Respond to payslip queries from staff.
- Perform ad hoc assignments, special projects, and all other related duties when required.

Accounts Payable team duties:

- Creation and maintenance of supplier financial records.
- Process supplier invoices.
- Process and execute payments.
- Reconcile bank accounts.
- Process statutory travel requests.
- Perform ad hoc assignments, special projects, and all other related duties when required.

Awards team duties:

- Process award distributions and work plan funding.
- Maintain Customers (Donors).
- Follow up on Receivables with HQ and ROs.
- Perform ad hoc assignments, special projects, and all other related duties when required.

Education:

Essential:

- Completion of secondary school education or its equivalent, complemented by training in accounting or book-keeping.

Desirable:

- A degree in Finance or other training in accounting.
- Financial transaction processing, payroll processing in an international environment, and using integrated financial management and reporting systems.

Skills:(Essential)

- Demonstrated skill and proficiency in the use of computers and information technology.
- Expertise in the use of MS Office and web-based software.

Experience:

Essential:

- At least 8 years of relevant experience in administration of which at least 2 years working in the field of accounting, finance or payroll.
- 6 years with a relevant first level University Degree, or
- 5 years with a relevant Advanced University Degree.

Desirable:

- Experience in the use of an ERP system such as Oracle.

Languages:(Essential)

- Expert knowledge of English both written and spoken.

Additional Information:

- This vacancy is open to candidates in the local commuting area.
- Only candidates under serious consideration will be contacted.
- Other similar positions at the same level may be filled from this Vacancy Notice; including those of a temporary nature, for a period of 12 months.
- A written test may be used for screening purposes.
- Other benefits include: 30 days annual leave, child allowance, pension plan and medical insurance.
- Annual salary ranges from MY52,727 to MYR66,792 depending on qualifications, skills, and experience.


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