Finance Assistant Grande G6

Full details : https://www.ipu.org/work-with-ipu/vacancies/2021-04/finance-assistant-gr…

Organizational Setting and Reporting Relationships:

Under the direct supervision of the Head of Finance in the Division of Support Services (DSS), the Finance Assistant will provide operational support to the finance function of DSS in the following areas: financial accounting, accounts payable, accounts receivable, treasury, financial support services and other functions as required. He or she will be responsible for carrying out tasks in the following areas:

Financial accounting services for the IPU

Follow established standards, practices and controls to maintain the financial accounting, processing and data entry in Sage 300 Premium system for the IPU and its legacy Pension Fund.

• Perform monthly closing on schedule and accurately for IPU Geneva Headquarters and New York office. Review discrepancies and prepare necessary corrections
• Prepare monthly financial statements for core and extrabudgetary funds for IPU staff in Geneva and New York
• Document workflows and processes for regular tasks
• Perform year-end closing tasks efficiently, as set out in the year-end schedule

Accounts Payable function

Follow established standards, practices and controls to ensure IPU payments are processed accurately and on time each week.

• Maintain and update vendor accounting and banking details in Sage 300 system
• Process all payment vouchers for vendors weekly, ensuring adequacy of documentation, accuracy of coding and full internal approval. Working with the Administrative Assistant, ensure accuracy of invoices and payment terms, and that payments have not been made previously
• Working with the Head of Finance, prepare and process payment batches for bank transfer
• Liaise with IPU banks to ensure transfers are effected and action is taken with respect to unsuccessful disbursements
• Provide timely information to IPU staff and vendors on status of payments and respond to queries
• Maintain a reconciliation log for all prepayments
• Reconcile credit card payments
• Follow up on any reconciliations and refunds owing from Member Parliaments and vendors to whom IPU makes advance payments
• Provide feedback to IPU staff and suppliers on the status of requests and payments
• Ensure all payment documentation is stored and filed for future retrieval
• Respond to IPU staff and audit queries in a timely and accurate manner

Accounts Receivable function

Follow established standards, practices and controls to ensure IPU receivables from Member Parliaments and other clients and donors are invoiced, followed up, received, acknowledged, processed and reported accurately and on time.

• Maintain and update Member Parliament, client and donor accounting and banking details in Sage 300 system
• Prepare annual contribution invoices to Member Parliaments for dispatch, together with accompanying letters and statements
• Prepare invoices for other clients and donors as required
• Review and reconcile AR report
• Follow up with Member Parliaments, clients and donors for the settlement of their accounts and arrears of contributions. Provide information to the Division of Member Parliaments & External Relations regarding Member Parliaments at risk of sanctions for persistent arrears
• Prepare balance reports and reconciliations on client and donor agreements
• Respond to IPU staff and audit queries in a timely and accurate manner

Treasury function

Follow established standards, practices and controls to maintain treasury and banking services effectively in accordance with organizational policies and needs.

• Maintain relationships with staff of the IPU’s banks in order to deal with day-to-day banking issues
• Monitor account balances and propose timely transfers between accounts (CHF and foreign currencies) to the Head of Finance
• Prepare monthly bank reconciliations for IPU bank accounts
• Control small petty cash accounts balances in IPU Geneva Headquarters
• Prepare monthly cash reconciliations for the IPU Geneva Headquarters petty cash accounts

Financial support services to IPU personnel

Assist in providing financial support services to the IPU staff, interns and external collaborators in Geneva and New York.

• Review travel authorization forms for approval
• Provide support to personnel to understand financial procedures and complete the required processes
• Perform other duties within DSS as assigned

Work implies interaction with the following:

• IPU personnel
• Parliamentary staff of Member Parliaments
• External/internal auditors
• IPU vendors, clients and donors
• IPU banking partners
• Technical support

Competencies:

• Professionalism: Demonstrates ability to apply good judgement in the context of assignments given. Shows pride in work and in achievements; 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. Incorporates gender perspectives and equal participation of women and men in all areas 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.
• Knowledge of the Organization: Is able to demonstrate knowledge about the Organization and takes on board its objectives.
• Technological awareness: Keeps abreast of available technology, especially in the accounting domain; actively seek to apply technology to appropriate tasks; shows willingness to learn new technology.
• Team work: Works collaboratively with colleagues to achieve organizational goals; is willing to learn from others’ ideas and expertise; 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.
• Client orientation: Establishes and maintains effective relations with Members of Parliament, external collaborators and colleagues.
• Commitment to continuous learning: Actively seeks to keep abreast of new developments in the relevant field and to develop own skills.

Required Qualifications and Experience:

• Completion of secondary education with additional finance training or equivalent. Higher education in financial accounting or professional qualification (full or part) is desirable;
• Experience working with financial accounting / ERP systems. Knowledge of Sage 300 Premium is desirable;
• A minimum of three years’ experience in finance, accounting, budget or related areas;
• Experience in working in an international setting is desirable;
• Complete fluency and excellent reading and writing skills in English or French, and working ability in both languages. Some knowledge of additional languages (particularly Spanish and Arabic) is desirable.

Duties applicable to all staff:

Actively work towards the achievement of the IPU’s strategic objectives. Perform any other work-related duties and responsibilities that may be assigned by the Secretary General.

Compensation:

The Inter-Parliamentary Union offers an attractive salary and benefits package comparable to that of other international organizations headquartered in Geneva. The net salary for this position starts at CHF 82’401 commensurate with education and experience.

Employment Policy:

This position will be filled through a local recruitment process that will be open to internal and external applicants. From among equally qualified candidates, preference will be given to the under-represented sex and persons from countries not represented in the Secretariat.

This position will be based in Geneva and will require occasional travelling. It will be for an initial period of two years, renewable depending on satisfactory performance and availability of funding.