OPCW eRecruitment
Administrative and Budget Assistant (Short Term) (GS-5)
   
Post Level  GS-5 Closing Date :     12 November 2018 (-8 days left)
Vacancy Ref  E-ADM/BFB/ABA/GS-4/GS-5/71/11-18
Branch  Budget, Planning and Control
Division  Administration Division
Date  5 November 2018
 
A short-term contract (STC) is an appointment with a duration of up to four months, carrying limited benefits and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable.
The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.
 
 Principal Functions  Requirements

The Budget and Finance Branch aims to provide the Director-General and the Secretariat with advice and other services that support cost-effective decision-making, transparent accountability, and stewardship of financial resources within the OPCW. Specific services of the Branch include:
· development of annual funding proposals to Member States;
· planning and evaluation of the Secretariat’s business requirements and allocation of financial resources;
· administration of a financial regulatory framework that facilitates probity and effectiveness in the use of financial resources;
· timely and efficient payment of accounts (including payroll) and collection of receipts;
· accounting for financial transactions and balances and maintenance of general ledger;
· monitoring and analysis of organisational performance and emerging financial priorities;
· reporting of financial performance to meet external accountability requirements;
· management of transactional banking arrangements and financial reserves; and
· support of the OPCW’s Provident Fund.

The main objective of the post is:
· To prepare/check and process all payments to suppliers of goods and services, on due dates and in accordance with OPCW Financial Regulations and Rules.
· Hands-on application of professional skills and judgement to the payment processing and accounting requirements of the OPCW, including accurate accounting for transactions and preparation of timely and accurate status reports.

RESPONSIBILITIES

Main duties and responsibilities may include:

· Enters invoice information to the automated system, confirming vendor IDs, vendor information when new, and distribution within the certifying officers.
· Reviews invoices from vendors, ensuring compliance with the OPCW Financial Rules and Regulations and related guidelines, consistency with procurement documents, and resolve matters of incomplete, inaccurate, or inappropriate information.
· Applies accounting processes and financial controls when checking documentation for payment.
· Follows-up and discusses in-house (with the relevant certifying and /or receiving officers) and externally (with vendors) to resolve problems related to invoice processing and payment as well as outstanding invoices.
· Answers queries regarding status of payments and respond to correspondence.
· Assists in the review and follow-up actions based on the special reports information.
· Maintains documentation files systems.
· Contributes to the preparation of briefs, statistics and reports.
· Participates in the development and implementation of new initiatives in support of the continuous improvement of key policies and processes related to accounts payable.
· Provides quality and timely written and verbal advice to other staff members of the Branch and the Secretariat in relation to payment processing and accounting.


 Knowledge and Skills

Education (Qualifications)
Essential: High school diploma or equivalent diploma of higher secondary education; supplemented by additional training and/or courses in bookkeeping or accounting;


Skills and Abilities (key competencies)
· Advanced knowledge of Excel & Word, or equivalent, is essential;
· Discretion, tact, accuracy and an eye for details is required.

 Experience

Essential:
Four years of progressively responsible and related experience in the area of accounts payable/bookkeeping is required. This experience must be evident and easily demonstrated;

· UN system experience in the area of vendor payments would be an asset;
· Experience with SmartStream financial system and the accounts payable process would be an asset.

 Languages

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

 
Monthly Salary - Total monthly salary consists of a net monthly salary (net of taxes and before medical insurance deductions). Net Salary   EUR 3,381
 
CANDIDATES ARE ADVISED THAT ONLY APPLICATIONS SUBMITTED BEFORE THE CLOSING DATE AND THROUGH OUR WEBBASED E-RECRUITMENT SYSTEM WILL BE CONSIDERED.
STAFF MEMBERS IN THE GENERAL SERVICES CATEGORY ARE RECRUITED AND PAID ON A LOCAL BASIS
Interested applicants who are unable to submit an application online at www.opcw.org , due to technical problems, are requested to send an e- mail to Recruitment@opcw.org explaining the problem.
Only applications received before the closing date will be considered. Only applicants under serious consideration for a post will be contacted.
Applications from qualified female candidates are strongly encouraged.