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Job Title
FINANCE ASSISTANT, G6
Department/ Office
Economic Commission for Africa
Duty Station
ADDIS ABABA
Posting Period
9 January 2013-8 February 2013
Job Opening number
13-FIN-ECA-26482-R-ADDIS ABABA (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
This post is located in the secretariat of the Economic Commission for Africa, Division of
Administration, United Nations Health Care Centre (DOA/UNHCC), at its duty station Addis Ababa, Ethiopia. The incumbent will work under the general direction of the Chief/UNHCC and direct supervision of the Finance and Budget Officer (FBO).
Responsibilities
Within the delegated authority, the Finance Assistant will: Processes monthly medical bills of UN agencies for treatments given to their staff and dependents at UNHCC.
Verifies accuracy of input personnel data of staff and dependents of UN agencies in the system.
Compiles medical expense forms, categorizes insurance invoices according to agency and dispatch them for reimbursement.
Raises receivables and Applied Deposits through IMIS from each agency on a monthly basis and offset the outstanding bills when payments are made.
Prepares summary report of the status of monthly medical bills on quarterly basis and sends to agencies as a follow up for settlement.
Analyzes old outstanding receivables of UN agencies and take appropriate action for collection of medical bills.
Billing and collection of per capita contributions;Assists the Senior Admin./Finance Assistant in compiling financial data for preparation of UNHCC annual budget and calculations of per capita contributions and distributes invoices to individual agencies for payment with supporting documents.
Raises receivables through IMIS for UN agencies per capita contributions.
Prepares letters, memoranda, etc. and keeps proper filings in connection with UN agencies correspondence with UNHCC.
Prepares monthly summary report of status of outstanding per capita contributions.
Prepares invoices for medical services rendered on credit basis to ECA staff and dependents at UNHCC and dispatches such to GMC and Vanbreda Insurance companies.
Makes regular follow up with GMC for claims reimbursements to UNHCC and ascertains UNHCC income is correctly recorded and raises Applied Deposits in IMIS for payment made by GMC.
Assists staff members in filling out claims forms to GMC and ensure co-payment to GMC on the separation of the staff member.
Liaises with GMC and staff members for any queries that may arise and participates in meetings when convened.
Collects daily cash for medical services rendered to patients during regular working days, night duties and weekends and holidays.
Summarizes collections made during the week and deposits the money into UNSSCA bank account against the issuance of a check for the equivalent amount of cash deposited payable to ECA Finance Section on regular basis.
Collects cheques from UN agencies on account of medical services provided to staff members and their dependents and per capita contributions and hands over to ECA Finance Section.
Raises bills both GMC and Vanbreda for medical services rendered to staff members and their eligible dependents.
Raises appropriate IMIS documents for cash and cheque collections.
Raises receivables for transactions reported as exceptions to payroll recoveries.
Prepares clearance report for those staff members who are separating from ECA and UN agencies.
Updates patients' directory for new arrivals, departing staff from ECA or when changes are made in family status based on information provided by HRSS and agencies.
Handles petty cash fund, effect payments and prepare petty cash utilization report and request for replenishment.
Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to program, ensuring compliance with the financial rules and regulations of the United Nations.
Drafts or prepares correspondence to respond to inquiries in respect to relevant financial and budget matters.
Maintains and keeps up-to-date files.
Performs other related duties, as assigned.
Competencies
Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
High school diploma in Accounting or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) locally-administered.
Work Experience
A minimum of seven years of experience in finance, budget, accounting, administrative services or related area.
Languages
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage.
Assessment Method
A competency-based interview and a written technical assessment method will be conducted
as part of the recruitment process for this position.
Special Notice
Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds. Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognized locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.
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