Junior finance and administrative officer, P1

Grade: P1

Vacancy no.: DC/ISSA/P/2024/02

Publication date: 26 November 2024

Application deadline (midnight Geneva time): 14 January 2025

Job ID: 12571

Department: ISSA

Organization Unit: ISSA

Location: Geneva

Contract type: Fixed Term

Contract duration: 12 months (renewable up to 3 consecutive years)

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

In order to support the best informed process in the filling of the present vacancy by direct selection, the ILO invites interested candidates to submit their candidature online by the above date.

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to E-Mail schreiben.

Introduction

The position is located in the Resources and Services Unit (RES) of the International Social Security Association (ISSA). The ISSA, established in 1927 under the auspices of the International Labour Organization (ILO), is the leading global organization for social security institutions, and related government departments. The ISSA counts over 330 member organizations from 162 countries. As a voluntary membership-based organization, the ISSA provides relevant knowledge-based services to effectively support its members to work towards excellence in social security administration. In order to respond appropriately to the diverse needs and priorities of its global membership, the ISSA implements a triennial programme of technical and regional activities.

Under the direct supervision of the Head of RES, the incumbent is responsible for finances and administrative support. The RES covers budget and finance, procurement, internal control, human resources, travel and official missions, ICT services, logistics, and the maintenance of the ISO 9001:2015 quality system. The incumbent will participate actively in the project of financial data management. The person will also be involved in supporting projects aimed at improving the operations through advanced automation and collaboration systems. The incumbent may be called upon to work in task-oriented projects to contribute to ISSA activities within the area of competence.

The incumbent reports directly to the Head of RES.

Description of Duties

• Participate in the project of financial correspondence management in SharePoint including but not limited to assist in organizing and maintaining financial correspondence in SharePoint, support with paper files scanning and archiving, support data migration from local drives to SharePoint, ensure consistent file structure, naming and accessibility, and manage access permissions under supervision. Participate in regular audits of the filing system and archive files as per retention policies. Document filing procedures and report on system efficiency, contributing to a secure, well-organized, and user-friendly electronic data management system. Ensure the filing systems are maintained, accessible and efficient. Participate in the physical and electronical data management overall project by supporting the organization and systematization of physical records, including inventorying and, where applicable, scanning of files for digital backup.
• Ensure coordination and updated information of databases on budget, financial and other administrative information. Monitor activities and resources and update information. Monitor the E-Mail schreiben mailbox to ensure that all members requests received are correctly dispatched and responded.
• Support the optimization of online collaboration tools and business process automation solutions based on Microsoft technologies. Support the rollout of new systems and processes, and contribute to testing, system development and deployment.
• Provide records of obligations and expenditures, including but not limited to undertaking the accounting operations related to accounts payable, conducting account reconciliations, and regularly review open transactions and suspense accounts within the area(s) of responsibility. Examine supplier queries and provide explanations, addressing the supervisor in disputed, complex or unusual cases. Maintain and reconcile a variety of records and administrative files related to payables.
• Assist with travel arrangements and calculations for missions. Assist with financial tasks related to the recruitment of experts.
• Support the drafting of sections of financial and budgetary reports. Contribute to the collection and analysis of data as well as identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting.
• As appropriate to the position, may be called upon to perform a range of operational support activities in collaboration with other work units of the ISSA on operational/administrative matters as required, and in particular during meetings, conferences, general assembly and other peak periods.

Education

First level university degree in finance or accounting, with specialisation in Business Administration and with strong IT skills. Possession of an accountant certificate is desirable. Any other training in a field related to the work of RES would be an advantage.

Experience

Relevant work experience in finance, accounting or auditing area. Experience with specific Microsoft technologies tools (Office 365, Business Central, PowerApps, SharePoint) is a distinct advantage.

Languages

Excellent command of English or French (both oral and written) and working knowledge of the other language. Knowledge of a third ISSA language would be an advantage (Spanish, German).

Competencies

• Good knowledge of financial administration and accounting techniques in accordance with the Swiss regulations. Knowledge of policies, regulations and procedures governing area of ISSA finances.
• Proven ability to search information in various locations. Proven data analysis and data management skills. Ability to adapt quickly to new software and systems.
• Knowledge in Microsoft technologies applications. Strong interest in finance processes, business process automation, and data analysis.
• Ability to carry out assignments in accordance with instructions and guidelines. Accuracy and attention to detail. Sense of responsibility to maintain data integrity.
• Excellent interpersonal skills, and a high degree of tact and proven ability to maintain confidentiality with high standards of ethical conduct.
• Client oriented with ability to deal with member organizations and ISSA staff and respond to simple and complex queries. Ability to communicate effectively both in writing and orally. Ability to deal with clients (incl. high-level) and respond to requests requiring input from various sources (databases, websites, intranet, etc.).
• Excellent time management skills and the ability to plan and execute assigned duties. Ability to work in a team and to work under pressure. Flexibility.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Conditions of employment

• Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
• Any extension of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

For more information on conditions of employment, please visit the ILO Jobs International Recruitment page.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit ILO Jobs. The system provides instructions for online application procedures.

Applicants will be contacted directly if selected for a written test and/or an interview.

Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including technical tests or interviews.

The ILO has zero tolerance for acts of sexual exploitation and abuse (SEA) and is determined to ensure that all staff members and all beneficiaries of ILO assistance do not suffer, directly or indirectly, from sexual exploitation and abuse.

To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organisation, the ILO may conduct a background verification of candidates under consideration.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account E-Mail schreiben - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.