ACCOUNTING ASSISTANT II (PAHO/12/FT84)
Vacancy Notice No: PAHO/12/FT84
Title: Accounting Assistant II
Grade: G5
Contract type: Fixed-Term Appointment
Date: 13 March 2012
Application Deadline: 4 April 2012
Duty Station: Washington, D.C., United States of America
Organization unit: AM Americas (AM)
Financial Resources Management (FRM) /Salary, Social Security and Tax Administration (FRM/ST)
OBJECTIVES OF THE PROGRAMME :
The Area of Financial Resources Management (FRM) oversees the financial transactions of the Organization by establishing its financial regulations and rules, as well as the accounting policies and procedures; monitors the inflow of funding and utilization of resources; processes the disbursements of funds; prepares the Organization's financial statements including the reporting of regular funds and extra-budgetary funds; is responsible for investments, banking, and financial analysis; monitors the country offices' financial administration, Staff Health Insurance, settlement of U.S. taxes, and the processes and systems within FRM's area of responsibility.
Description of duties:
Under the general supervision of the Advisor, Staff Benefits, Financial Resources Management/Salary, Social Security and Tax Administration (FRM/ST), and the direct supervision of the Finance Specialist, Staff Health Insurance, FRM/ST, the incumbent is responsible for, but not necessarily limited to, the following assigned duties.
a) Audit standard country office health insurance claims to verify that they meet the established criteria for eligibility, supporting documentation, and level of charges in accordance with the Staff Health Insurance Plan; process payment and recovery of advances, and clearing claims for settlements;
b) Enter in the Personnel Administration System (PAS) information for new members from other organizations (ICC, UNAIDS and others) for insurance purpose only, upon receipt of request and authorization from WHO headquarters and the supported documentation with the complete information required for eligibility purposes; prepare a welcome package for the members;
c) Maintain retirees/survivors health insurance records; prepare and inform retirees on their annual contribution to the health insurance fund; keep timely follow-up on retiree's payments of contributions and serve as focal point for all retiree queries related to contributions, enrollment of dependents, and enrollment with third-party Staff Health Insurance administrators;
d) Verify with the Payroll Team the effective termination date of staff members to process continuation of coverage and payment of contributions in accordance with prescribed procedures and limitations;
e) Compose, draft, and write in final form correspondence on health insurance matters, both in English and Spanish, on own initiative or from verbal instructions, to clarify discrepancies encountered in the processing of insurance claims, health insurance matters; retirees' issues concerning inquiries, requests, clarifications of staff health insurance rules and reimbursements;
f) Enter retirees information in the Health Insurance Master File; make any necessary additions, changes and deletions, and transmit the zip file to WHO headquarters by the due date every month;
g) Assist staff members reaching retirement age to estimate the Staff Health Insurance premium to be deducted from their pension; explain the process of collection of the Staff Health Insurance premium;
h) Request WHO headquarters the information of special cases of contribution for those participants that do not have a regular pension and prepare the letters requesting the payment of the contribution;
i) Prepare required documentation on medical cases to be presented to the PAHO Staff Health Insurance Surveillance Committee for its review and approval;
j) Process payments for medical bills of retired staff members from other regions when requested, including the submission of proper information to the corresponding region;
k) Maintain claim files for active and retired staff from assigned countries, including personnel actions, refund vouchers and correspondence;
l) Open and maintain retiree files, including personnel actions, retirement forms and correspondence;
m) Assist qualifying active and retired staff in obtaining services from third party administrators;
n) Perform other related duties, assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: High school diploma with formal training in the accounting or financial fields.
Desirable: Specialized training at college, university, or business school level with emphasis in accounting and/or finance would be an asset.
Skills:
Key Behavioral Competencies
Intrainstitutional Action: Displays, through behavior, understanding of PAHO's values and mission. Seeks information on and acts with understanding of the Organization's expectations while advancing further the understanding and application of its policies. Shows interest and concern for the activities related to his/her work in conjunction with the mission, values, vision and policies of the organization. Behaves consistently in accordance with the Code of Ethics of the Organization.
Analysis, Synthesis, and Forecasting: Objectively analyzes situations and, based on evidence and knowledge, suggests actions to improve implementation. Bases one's actions on available information, applies knowledge acquired from experience. Prioritizes the information according to one's needs or the Organization's. Is capable of anticipating the implications of analyzed situations between one to six months ahead.
Teamwork: Encourages team members, adds significant contribution when participating in internal and external work teams, and leads through personal example the virtues of team success--collaboration, trust, transparency and joint responsibilities. Builds and maintains mutually beneficial productive interpersonal relations based on trust, inside and outside the Organization. Keeps every team member informed as well as shares relevant and useful information.
Service Orientation: Follows through on the client inquiries, requests and complaints. Keeps client up-to-date about progress of projects. Monitors client satisfaction.
Communication: Establishes and proactively engages in productive dialogues in one's work inside and outside the Organization, and assists in the building of consensus. Seeks to share information with others within the organization, both face to face and through communication and information technology systems as appropriate.
Administrative support for technical cooperation interventions: Searches for and furnishes relevant information about resource allocation and deadlines, potential critical points, risks and benefits, and other related aspects of available options to provide support for the technical cooperation teams.
Technical Expertise
• Knowledge of accounting principles and practices and ability to analyze financial and personnel data and determine related accounting transactions.
• Ability to plan, organize, coordinate and carry out financial/accounting processes, such as: monitoring budget and 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 routine office management processes.
• Proficiency in the use of automated financial accounting systems and specialized mainframe or minicomputer software associated with assigned responsibilities.
• Ability to write/originate routine and non-routine correspondence and reports in English and Spanish
• Ability to perform routine customer service activities in a timely and courteous manner both in person and through written correspondence.
IT Skills
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint and Outlook. Operational knowledge of automated systems and microcomputers particularly with regards to financial, accounting, and/or administrative operations. Knowledge of other software programs such as Monarch, Microsoft Access, Visio, SharePoint and Project would be an asset.
Experience:
Essential: Five years of experience in accounting and/or finance work, or three years of experience in accounting and/or finance work, and one year of specialized training at the college, university, or business school level with emphasis in accounting and/or finance.
Languages:
Very good knowledge of English and Spanish.
Additional Information:
ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST.
ADMINISTRATIVE/SUPPORT POSITIONS IN WASHINGTON, D.C. ARE OPEN TO WASHINGTON, D.C. METROPOLITAN AREA RESIDENTS ONLY. CANDIDATES MUST HOLD A PERMANENT LOCAL WORKING VISA (US CITIZENSHIP OR PERMANENT RESIDENT ALIEN CARD/GREEN CARD).
CANDIDATES WILL BE CONTACTED ONLY IF THEY ARE UNDER SERIOUS CONSIDERATION. A WRITTEN TEST AND/OR INTERVIEW WILL BE HELD FOR THIS POST. THE POST DESCRIPTION IS THE OFFICIAL DOCUMENTATION FOR ORGANIZATIONAL PURPOSES.
THIS VACANCY MAY BE USED TO FILL OTHER POSITIONS IN THE ORGANIZATION THAT MAY BECOME VACANT AT A LATER DATE, AND WHICH HAVE SIMILAR REQUIREMENTS AND DUTIES AS THE ONES STATED IN THIS NOTICE.
Annual salary:
(Net of tax)
US$ 41,814.00 at single rate
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment . The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.
PAHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
Closing Date: Wednesday, 04 April 2012
Vacancy Notice No: PAHO/12/FT84
Title: Accounting Assistant II
Grade: G5
Contract type: Fixed-Term Appointment
Date: 13 March 2012
Application Deadline: 4 April 2012
Duty Station: Washington, D.C., United States of America
Organization unit: AM Americas (AM)
Financial Resources Management (FRM) /Salary, Social Security and Tax Administration (FRM/ST)
OBJECTIVES OF THE PROGRAMME :
The Area of Financial Resources Management (FRM) oversees the financial transactions of the Organization by establishing its financial regulations and rules, as well as the accounting policies and procedures; monitors the inflow of funding and utilization of resources; processes the disbursements of funds; prepares the Organization's financial statements including the reporting of regular funds and extra-budgetary funds; is responsible for investments, banking, and financial analysis; monitors the country offices' financial administration, Staff Health Insurance, settlement of U.S. taxes, and the processes and systems within FRM's area of responsibility.
Description of duties:
Under the general supervision of the Advisor, Staff Benefits, Financial Resources Management/Salary, Social Security and Tax Administration (FRM/ST), and the direct supervision of the Finance Specialist, Staff Health Insurance, FRM/ST, the incumbent is responsible for, but not necessarily limited to, the following assigned duties.
a) Audit standard country office health insurance claims to verify that they meet the established criteria for eligibility, supporting documentation, and level of charges in accordance with the Staff Health Insurance Plan; process payment and recovery of advances, and clearing claims for settlements;
b) Enter in the Personnel Administration System (PAS) information for new members from other organizations (ICC, UNAIDS and others) for insurance purpose only, upon receipt of request and authorization from WHO headquarters and the supported documentation with the complete information required for eligibility purposes; prepare a welcome package for the members;
c) Maintain retirees/survivors health insurance records; prepare and inform retirees on their annual contribution to the health insurance fund; keep timely follow-up on retiree's payments of contributions and serve as focal point for all retiree queries related to contributions, enrollment of dependents, and enrollment with third-party Staff Health Insurance administrators;
d) Verify with the Payroll Team the effective termination date of staff members to process continuation of coverage and payment of contributions in accordance with prescribed procedures and limitations;
e) Compose, draft, and write in final form correspondence on health insurance matters, both in English and Spanish, on own initiative or from verbal instructions, to clarify discrepancies encountered in the processing of insurance claims, health insurance matters; retirees' issues concerning inquiries, requests, clarifications of staff health insurance rules and reimbursements;
f) Enter retirees information in the Health Insurance Master File; make any necessary additions, changes and deletions, and transmit the zip file to WHO headquarters by the due date every month;
g) Assist staff members reaching retirement age to estimate the Staff Health Insurance premium to be deducted from their pension; explain the process of collection of the Staff Health Insurance premium;
h) Request WHO headquarters the information of special cases of contribution for those participants that do not have a regular pension and prepare the letters requesting the payment of the contribution;
i) Prepare required documentation on medical cases to be presented to the PAHO Staff Health Insurance Surveillance Committee for its review and approval;
j) Process payments for medical bills of retired staff members from other regions when requested, including the submission of proper information to the corresponding region;
k) Maintain claim files for active and retired staff from assigned countries, including personnel actions, refund vouchers and correspondence;
l) Open and maintain retiree files, including personnel actions, retirement forms and correspondence;
m) Assist qualifying active and retired staff in obtaining services from third party administrators;
n) Perform other related duties, assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: High school diploma with formal training in the accounting or financial fields.
Desirable: Specialized training at college, university, or business school level with emphasis in accounting and/or finance would be an asset.
Skills:
Key Behavioral Competencies
Intrainstitutional Action: Displays, through behavior, understanding of PAHO's values and mission. Seeks information on and acts with understanding of the Organization's expectations while advancing further the understanding and application of its policies. Shows interest and concern for the activities related to his/her work in conjunction with the mission, values, vision and policies of the organization. Behaves consistently in accordance with the Code of Ethics of the Organization.
Analysis, Synthesis, and Forecasting: Objectively analyzes situations and, based on evidence and knowledge, suggests actions to improve implementation. Bases one's actions on available information, applies knowledge acquired from experience. Prioritizes the information according to one's needs or the Organization's. Is capable of anticipating the implications of analyzed situations between one to six months ahead.
Teamwork: Encourages team members, adds significant contribution when participating in internal and external work teams, and leads through personal example the virtues of team success--collaboration, trust, transparency and joint responsibilities. Builds and maintains mutually beneficial productive interpersonal relations based on trust, inside and outside the Organization. Keeps every team member informed as well as shares relevant and useful information.
Service Orientation: Follows through on the client inquiries, requests and complaints. Keeps client up-to-date about progress of projects. Monitors client satisfaction.
Communication: Establishes and proactively engages in productive dialogues in one's work inside and outside the Organization, and assists in the building of consensus. Seeks to share information with others within the organization, both face to face and through communication and information technology systems as appropriate.
Administrative support for technical cooperation interventions: Searches for and furnishes relevant information about resource allocation and deadlines, potential critical points, risks and benefits, and other related aspects of available options to provide support for the technical cooperation teams.
Technical Expertise
• Knowledge of accounting principles and practices and ability to analyze financial and personnel data and determine related accounting transactions.
• Ability to plan, organize, coordinate and carry out financial/accounting processes, such as: monitoring budget and 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 routine office management processes.
• Proficiency in the use of automated financial accounting systems and specialized mainframe or minicomputer software associated with assigned responsibilities.
• Ability to write/originate routine and non-routine correspondence and reports in English and Spanish
• Ability to perform routine customer service activities in a timely and courteous manner both in person and through written correspondence.
IT Skills
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint and Outlook. Operational knowledge of automated systems and microcomputers particularly with regards to financial, accounting, and/or administrative operations. Knowledge of other software programs such as Monarch, Microsoft Access, Visio, SharePoint and Project would be an asset.
Experience:
Essential: Five years of experience in accounting and/or finance work, or three years of experience in accounting and/or finance work, and one year of specialized training at the college, university, or business school level with emphasis in accounting and/or finance.
Languages:
Very good knowledge of English and Spanish.
Additional Information:
ALL APPLICANTS ARE REQUIRED TO COMPLETE AN ON-LINE PERSONAL HISTORY FORM TO BE CONSIDERED FOR THIS POST.
ADMINISTRATIVE/SUPPORT POSITIONS IN WASHINGTON, D.C. ARE OPEN TO WASHINGTON, D.C. METROPOLITAN AREA RESIDENTS ONLY. CANDIDATES MUST HOLD A PERMANENT LOCAL WORKING VISA (US CITIZENSHIP OR PERMANENT RESIDENT ALIEN CARD/GREEN CARD).
CANDIDATES WILL BE CONTACTED ONLY IF THEY ARE UNDER SERIOUS CONSIDERATION. A WRITTEN TEST AND/OR INTERVIEW WILL BE HELD FOR THIS POST. THE POST DESCRIPTION IS THE OFFICIAL DOCUMENTATION FOR ORGANIZATIONAL PURPOSES.
THIS VACANCY MAY BE USED TO FILL OTHER POSITIONS IN THE ORGANIZATION THAT MAY BECOME VACANT AT A LATER DATE, AND WHICH HAVE SIMILAR REQUIREMENTS AND DUTIES AS THE ONES STATED IN THIS NOTICE.
Annual salary:
(Net of tax)
US$ 41,814.00 at single rate
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment . The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.
PAHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
Closing Date: Wednesday, 04 April 2012
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