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Finance Assistant. EU/BON Centre for Environment & Health

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World Health Organization

19d ago

  • Job
    Full-time
    Senior Level
  • Bonn
  • 6d left

AI generated summary

  • You need secondary school completion, 5 years in finance, 2 years bookkeeping, IT proficiency, and expert knowledge of English and German. Higher education and UN experience are desirable.
  • You will manage financial transactions, reconcile accounts, process invoices, maintain petty cash, prepare reports, assist budgeting, oversee suppliers, support onboarding, and organize meetings.

Requirements

  • Essential: Equivalent to graduation from secondary school or equivalent technical or commercial school.
  • Desirable: Higher education from an accredited educational institution. Basic training in accounting principles. Specialized training preferably in finance/administration/management related fields.
  • Essential: At least five years of progressively responsible experience in the finance/administrative field. Book keeping experience (minimum 2 years).
  • Desirable: Experience within WHO and/or UN.
  • Proven skills in standard office software: Windows, Word, Excel, Outlook, PowerPoint; Experience with an accounting software such as Imprest;
  • Experience in the use of an ERP system (Enterprise Resource Planning such as GSM) Knowledge of WHO policies and procedures requires regular updates. This is done by referring to the WHO Manual, EURO Handbook and other online administrative guidelines.
  • IT skills require constant development through in-house training and hands-on practice due to frequent changes/updates in the standard computer programmes used. Steady development of advanced skills (e-Imprest, invoice inquiry, supplier management) is encouraged.
  • Essential: Expert knowledge of English. Expert knowledge of German.

Responsibilities

  • Manage the Bonn e-Imprest account: Input financial transactions, generating monthly reconciliations, closures and reports, both for the bank and petty cash.
  • Check invoices for relevant APIA requirements and submit them to the Global Service Centre for processing and monitor payments.
  • Confirm receipt of services/goods in the GSM system as well as process relevant VAT forms and/or invoice templates.
  • Manage the petty cash of the Bonn office; make disbursements against authorized local payment instructions within the delegation of authority.
  • Liaise with the Global Service Desk via hotline, email or MyService to clear outstanding items. Follow-up with GSC staff to facilitate timely resolution of invoices on hold pending missing or wrong information.
  • Prepare recurring reports on assigned accounts, noting problems resulting from excess cost or shortfalls. Prepare special reports to clarify problems, or as requested for other reasons.
  • Compile reclaimable VAT invoices and submit quarterly reimbursement requests to the host government. Perform regular VAT reconciliations against the GL account.
  • Maintain contact with local bank and perform online banking transfers. Keep panel of bank signatories up to date.
  • Calculate and compile cost estimates and projected budget requirements; assist in the preparation of budget statements within the area of assignment.
  • Prepare expenditure batches through GSM; do regular workplan checks to close unused encumbrances and purchase orders.
  • Provide financial analyses of the Bonn Running Cost workplan, proposing economies of scale wherever possible.
  • Management of corporate suppliers for the Bonn office, ensuring correctness of contact and bank account details.
  • Issue service/good requisitions as instructed by supervisor; maintain the Bonn fixed assets inventory including annual verifications and reconciliations.
  • Monitor generic WHO/ECEH email address for incoming inquiries and forward them to the relevant P-staff for reply.
  • Advise staff with diplomatic status to prepare reimbursement claims for private VAT and energy tax.
  • Act as a liaison officer with the Protocol Office of the German Ministry of Foreign Affairs, on matters related to staff residence permits, issuance of ID cards, badges to access the UN premises, registration of vehicles, etc.
  • Support on-boarding of new staff from an administrative point of view;
  • Perform duties of Leave Administrator for Bonn Office.
  • Support the organization of meetings (internal and external) and events organized/led by the office of the Head, Bonn office, including office meetings and retreats and meetings involving external guests, etc.
  • Perform other duties as required.

FAQs

What is the primary focus of the Finance Assistant role at the EU/BON Centre for Environment & Health?

The Finance Assistant supports the technical programmes by ensuring adherence to WHO financial rules, regulations, policies, and established procedures while providing various administrative and monitoring services.

What are the essential educational qualifications required for this position?

The essential qualification is equivalent to graduation from secondary school or a technical/commercial school. Higher education from an accredited institution and basic training in accounting principles is desirable.

Is experience in WHO or UN desirable for this role?

Yes, experience within WHO and/or UN is considered desirable for the Finance Assistant position.

What kind of financial transactions will the Finance Assistant manage?

The Finance Assistant will manage the Bonn e-Imprest account, input financial transactions, generate monthly reconciliations, and oversee petty cash management.

What skills are necessary for a Finance Assistant applying for this position?

Proven skills in standard office software (Windows, Word, Excel, Outlook, PowerPoint) and experience with accounting software such as Imprest are necessary, along with familiarity with ERP systems like GSM.

What language skills are required for this role?

Expert knowledge of both English and German is essential for the Finance Assistant position.

What responsibilities does the Finance Assistant have regarding VAT?

The Finance Assistant is responsible for compiling reclaimable VAT invoices, submitting quarterly reimbursement requests to the host government, and performing regular VAT reconciliations against the GL account.

Does this position include the organization of meetings and events?

Yes, the Finance Assistant will support the organization of meetings and events, including internal office meetings and external gatherings involving guests.

What is the job grade and contract duration for the Finance Assistant position?

The job grade is G5, and the contract duration is for 24 months.

What is the annual net base salary for this role?

The annual net base salary for the Finance Assistant position starts at EUR 44,919, subject to mandatory deductions for pension contributions and health insurance.

Will I need to provide proof of my qualifications if selected for an interview?

Yes, if your candidature is retained for an interview, you will be required to provide a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position in advance.

Is there a focus on diversity and inclusion in the hiring process?

Yes, the WHO is committed to creating a diverse and inclusive environment, encouraging applications from women, persons with disabilities, and nationals of unrepresented and underrepresented Member States.

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World Health Organization

We are the United Nations’ health agency. We are committed to achieve better health for everyone, everywhere.

Government
Industry
5001-10,000
Employees
1948
Founded Year

Mission & Purpose

The World Health Organization (WHO) is a specialised agency of the United Nations dedicated to international public health. The organisation works to promote health, keep the world safe, and serve the vulnerable by setting global health standards, providing leadership on international health matters, and coordinating responses to health emergencies. WHO's ultimate mission is to ensure that all people achieve the highest possible standard of health, addressing health inequities and strengthening health systems worldwide. Their purpose is to lead and coordinate international efforts to improve health and well-being, prevent and respond to health crises, and support sustainable health development globally.