Finance Assistant

Finance Assistant – (2408501)

Grade: No grade
Contractual Arrangement: Special Services Agreement (SSA)
Contract Duration (Years, Months, Days): 1 year with possibility of extension and depends upon the need of the functions.
Closing Date: Nov 21, 2024, 4:44:00 AM
Primary Location: Nepal-Kathmandu
Organization: SE_NEP WR Office, Nepal
Schedule: Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device’s system settings.

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Objective of the position:

The purpose of the position is to provide financial support to central Office of the WHO Programme for Immunization Preventable Disease (WHO-IPD) unit. The incumbent will report to the Budget and Finance Associate.

DESCRIPTION OF DUTIES (TOR)

Under the direct supervision of Budget and Finance Associate (BFA) and overall guidance of Medical Officer (MO-EPI) & Team lead IPD, the incumbent performs following duties:

Finance and Budget:

Verifies the accuracy and appropriateness of statements of expenditures, their supporting documents, and implementing partners on completion of contracts.
Verifies payment requests against bills and documents for supplies and equipment in country activities.
Assessment, accuracy, and appropriateness of the calculation of per diem and compilation of travel claims to facilitate financial processing.
Provide support to centrally organized training/workshop. Collecting and review DSA and Travel claim for DI activities, ensuring all the required documents are included and follow up with participants for required supporting documents. Compilation of DSA and travel costs of DI activities and prepare bank list for payment processing.
Assists BFA in budget estimation of regular office (Central and Field Offices) expenditures including cluster wise activity related expenses.
Handle banking transaction and petty cash of WHO-IPD.

1. Prepare and routing prepayment VAT for approval and Process VAT and non-VAT invoices for payment to GSC.
2. Enter VAT invoice of WHO-IPD in Inland Revenue Department (IRD) and submission of invoice with relevant document to WCO for VAT refund on regularly basis.
3. Perform bank reconciliation in a timely manner and immediately report if any discrepancies to supervisor.

Monitoring:

• Assist BFA in budget estimation of APW/DFC/Dl/IPO, etc and initiate to create new DI, IPO and DFC in GSM on required basis.
• Maintains and monitors the DFC/Dl/IPOs and coordinate with relevant NPOs on timely submission of technical and financial reports of DFC/Dl/IPOs.
• Disbursement of fund of DFC according to countersigned contract on timely manner, review the expenditure of DFC and Final SoE according to WHO financial norms.
• Monitor DI and IPO expenditures, alert BFA of Purchase Order balances and assist BFA to top up/no cost extension/create fresh IPOs or DIs.
• Ensure timely closure of DI/IPO and DFC.

Communication and Documentation

• Assists in preparation of routine correspondence relating to bank transfers, approval of DFC/Dl/IPOs for in-country activities, training courses and meetings.
• Maintain proper documentation and filing of all financial documents, monitoring and records compatible with standard accounting practice.
• Ensure bank signatories are up to date.

Training: Assists BFA in training and briefing staff in the Central office and in Field Office, on the planning and implementation of improved financial control systems and related procedural changes

To ensure Minimum Operating Security Standards (MOSS) is strictly adhered to.

Strictly adhere to compliance related to guidelines and SOPs related to prevention of sexual exploitation abuse and harassment.

Perform other relevant duties as assigned by the supervisors. This includes duty travel or duty-station reassignment on short notice as per the program requirements.

REQUIRED QUALIFICATIONS

Education:

Essential:

Completion of higher secondary school education or equivalent with recognized university

Desirable:

Bachelor’s degree in Business Administration / Business Management with major in Finance and Accounting

Experience:

Essential:

At least five years’ experience in finance or similar functions in major organization

Desirable:

1) experience working with any other UN agencies

2) Knowledge on accounting system.

3) experience in office correspondence would be an asset.

4) Managing field office will be an asset.

Functional Skill and knowledge:

Through knowledge of corporate office procedures and practices; the incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure.

Ability to handle work in a timely and accurate manner with tack and discretion, as required.

Ability to maintain and update knowledge in the use of office technology through in-house courses, or-the-job training and/or self-training.

Ability to generate options, decide, prioritize, execute and multi-task under pressure.

Ability to effectively work with government, development partners and collaborating agencies.

Overall attitude at work is also required mandatory competencies.

Ability to write in clear and concise reports and proposal.

Other Skills:

• Proficiency in Microsoft Office: word processors, spreadsheets and other data processing, presentation programmes, Outlook. Able to follow instruction and work independently and fluent in English and Nepali typing would be an asset.

WHO Competencies:

• Producing Results
• Teamwork
• Respecting and promoting individual and cultural differences
• Communication

Language: Excellent knowledge of written and spoken language skills in English and Nepali

REMUNERATION:

Monthly Salary: (Net of tax) NPR 97,279.00 (Grade: SSA Level V) at single rate (taxable as per Nepal Government laws and functional modality will be through Special Services Agreement)

Duty Station: WHO-IPD, Central Office, Kathmandu

Additional Information

• This Vacancy Notice may be used to fill similar positions at the same level.
• Only candidates under serious consideration will be contacted.
• A written test and interviews may be used as a form of screening.
• If your candidature is retained for interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required or this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International
• Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization(UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
• For information on WHO’s operations please visit: http://www.who.int.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits workforce regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• The WHO is committed to achieving gender parity and geographical diversity in its workforce. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply for WHO jobs.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process.
• Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter (https://www.who.int/about/who-we-are/our-values) into practice.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of short-listed candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services(SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process.
• Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly atshws@who.int.
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• This post is subject to local recruitment (Nepalese national) only.
• Any extension of appointment would be subject to programmatic requirements, performance of the incumbent and availability of funds.
• Qualified female candidates are encouraged to apply