Accounts Assistant (suppliers and publications)

Geneva | Bern

Organization: UPU - Universal Postal Union
Location: Geneva | Bern
Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Administrative support
- Communication and Public Information
- Scientist and Researcher
Closing Date: 2024-02-02

Vacancy Announcement No: UPU/24/G5/FT-C/435

Title: Accounts Assistant (suppliers and publications)

Grade: G5

Type of contract: Fixed-term (Core) Appointment

Duration: Three years

Publication Date: 11 January 2024
Original published date: 11 January 2024

Application Deadline: 2 February 2024
(11 day(s) until closing deadline)
Republished (Currently accepting applications)

Organizational Unit: Finance Directorate (DFI)

Duty Station: Bern Switzerland

Scheduled date for taking up appointment: As soon as possible

Organizational Context:
This is a vacancy in the General Service category for which local recruitment procedures apply in accordance with the Staff Regulations of the International Bureau of the Universal Postal Union. Staff members subject to local recruitment shall not be eligible for the allowances and benefits exclusively applicable to international recruitment.
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With its 192 member countries, the Universal Postal Union (UPU), a specialized agency of the United Nations, is the primary forum for cooperation between postal sector players. It helps to ensure a truly universal network of up-to-date products and services.

Main duties:
Under the supervision of the Accounting Expert:
- manage payments vis-à-vis suppliers, customers, postal operators, governments and regulators;
- manage complex processes in respect of UPU International Bureau (IB) publications, including the end-to-end handling of billing;
- manage the IB's credit card transactions and cash (the UPU safe) autonomously.

1. Management of payments in respect of IB suppliers
- Take receipt of and register bills from IB suppliers and ask the relevant services to validate them;
- Enter accounting data by type of expenditure and analytical code;
- Create fixed assets and determine their depreciation period;
- Prepare bank payments;
- Carry out analyses and respond to questions relating to suppliers (payments made, in progress, returned, etc.);
- Prepare fiscal reimbursement requests (VAT, withholding tax and stamp duty);
- Prepare accounting documents for interim accounts and the annual account closure.

2. Management of UPU publications and subscriptions
2.1. Management of UPU publications and subscriptions to the magazine Union Postale
- Manage customer orders for UPU publications (ministries, postal operators, private customers);
- Manage subscription files and orders placed on request;
- Manage the DATAPUB database and user settings (change-of-address follow-up, number of publications, copies by language, free copies, etc.);
- Set the print runs for UPU publications;
- Analyze and handle customer inquiries and claims (from administrations, private individuals, visitors, delegates, etc.).
2.2. Distribution of publications
- Prepare and ensure the distribution of orders, observing the following criteria: quantities, addressees, language versions and deadlines.
2.3. Billing of publications and subscriptions and definition of prices
- Use the DATAPUB data;
- Establish the prices of publications in collaboration with the print shop;
- Prepare final bills and, as appropriate, assets in the accounting software;
- Check that payments are up to date and handle the related correspondence (inquiries, reminders to private subscribers, etc.).

3. Management of payments and credit card transactions
3.1. IB credit card payments
- Manage the UPU's centralized orders and authorizations for online payments made using the IB credit card;
- Manage the information allowing the amounts debited to be paid to partner credit institutions;
- Monitor and ensure the proper execution of transactions.
3.2. Management of customers' credit card payments
- Manage payments made by credit card (taking receipt of and registering the credit card data required by customers for payment purposes);
- Liaise with issuing credit card institutions to ensure the payment of amounts owed.

4. Keeping of cash (the UPU safe)
- Manage inward and outward cash and cheque movements;
- Keep cash flow records and perform monthly closures with an accounting representative;
- Monitor postage stamp and souvenir sales;
- Make payments to delegates, new staff and interpreters requiring payment in cash according to the rules in force.

5. Other
5.1. So-called "centralized" billing
- Take receipt of and check pro forma invoices from the various services;
- Prepare final bills and return them to the various services responsible for sending them;
- Manage a budgetary schedule (monitoring of payments, sending of reminders to the services concerned in case of non-payment, performance of payment searches).
5.2. Collaboration with colleagues to ensure the smooth running of the team
- Provide cover for colleagues in case of absence (owing to annual leave, sick leave, etc.);
- Participate in the archiving of DFI accounting documents.

QUALIFICATION AND SKILLS REQUIRED

Education:
Completed secondary education with specialization in business or accounting (CFC type or equivalent).

Experience:
Minimum six years' experience in the accounting field.

Technical knowledge:
1. Very good knowledge of general accounting.
2. Very good knowledge of and experience in using accounting software.
3. Very good knowledge of Excel.
5. Good knowledge of office software tools (Word, Outlook).

Skills and abilities / competencies:
1. A head for figures.
2. Ability to work independently or as part of a team (providing cover for colleagues).
3. Ability to propose new working methods.
4. Thoroughness.
5. Management of priorities and ability to handle stress.
6. Social skills with internal and external partners.

Language skills:
Proficiency in French or English and a working knowledge of the other language.

Knowledge of other official UN languages would be an advantage.

Additional Information:
French is the official language of the UPU.

English and French are the working languages of the UPU International Bureau.
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Priority shall be given for an internal promotion.
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Candidates might be considered for other similar posts (for a period not exceeding one year).
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The UPU is committed to encouraging diversity within its workforce. Interested candidates from minority groups and/or with disabilities are encouraged to apply. All applications will be treated equally and in the strictest confidence.

Annual salary: (Net of tax)
78,737 CHF

The conditions of service are governed by the Staff Regulations and Rules of the International Bureau of the Universal Postal Union.

Please note that all candidates must complete an on-line application form.
All applications must be received by the closing date as stated in the vacancy announcement.

Only candidates under serious consideration will be contacted.

Applications from women and member states are particularly encouraged.

The UPU promotes diversity and work-life balance.

For further instructions regarding the online application process, please visit the UPU internet page at:

...

Republished (Currently accepting applications)

The UPU has a smoke-free environment

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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