Finance Specialist

OBJECTIVE OF THE OFFICE/DEPARTMENT

This requisition is for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)

The Department of Financial Resources Management (FRM) oversees the financial transactions of the Organization by establishing the accounting policies and procedures, in accordance with PAHO’s Financial Regulations and Rules; processes the disbursement of funds; prepares the financial statements of the Organization; monitors the inflow of funding and utilization of these resources; is responsible for investments and banking, financial analysis, the monitoring of the cost centers’ financial administration; payroll, pension, taxes, Staff Health Insurance, and the processes and systems involved with FRM’s area of responsibility.

DESCRIPTION OF DUTIES

Under the general supervision of the Director, Financial Resources Management (FRM) and the direct supervision of the Advisor, Staff Benefits (FRM/ST), the incumbent is responsible for, but not necessarily limited to, the following assigned duties:

1.Manage the day-to-day operations of the Payroll, Pension and Taxes Unit; plan, establish, supervise and oversee work assignments and objectives, and ensure the proper application of the related rules, regulations, policies and procedures;

2.Coordinate and provide support to ensure that scheduled due dates for regular salary, overtime, retroactive adjustments, and non-scheduled terminal entitlements are met as required;

3.Ensure that all payments processed by the Unit are done in accordance with established internal procedures and financial guidelines and in agreement with the Staff Rules, the PAHO/WHO e-Manual and other governing rules and regulations;

4.Coordinate internally and cross-functionally to facilitate and monitor the implementation of payroll-related changes with HRM,ITS, and PBE to ensure accurate and timely payroll processing;

5.Supervise and review the computation and payment of terminal entitlements and the reconciliation of pension contribution data for staff members separating from the Organization;

6.Review and post manual journal entries, ad-hoc payments, on-demand payments, and replacement payments processed by the Unit and perform monthly reviews of accounts receivable and outstanding balances in clearance accounts, recording accounting transactions as required;

7.Maintain current knowledge of financial rules and regulations, IPSAS standards, PAHO/WHO e-Manual provisions, FRM policies and accounting procedures applicable to the payment of salaries and benefits; maintain current knowledge of policies, procedures, and reporting requirements and regulations of the U.N. Joint Staff Pension Fund and determine applicability of same to specific cases;

8.Advise the Unit's staff with respect to policies and procedures listed above and in the use of PMIS for payroll, data extraction, earnings reporting for tax purposes, pension reporting, and general use of computer systems and PC software;

9.Ensure the accuracy of the Organization's costs for staff payroll through a thorough examination of comparative payroll change reports generated throughout the payroll cycle, coordinating with PBE to ensure accurate advance setup of costing allocations for both post and non-post staff; issue final approval for completing the payroll cycle and generate transactions through the payroll journal;

10.Monitor staff payment elections to be used for payroll payments ensuring proper application of currency-of-payment rules and compliance with the Organization’s banking facilities; coordinate with Treasury and staff the resolution of rejected payments, invalid currency distributions, and other factors impeding timely payment of salaries and allowances;

11.Prepare monthly reports on the status of payroll costs and contributions, overtime utilization, and other related financial information and statistics as may be requested;

12.Coordinate the production of annual earnings reports for use by national tax authorities to serve as the basis for income tax assessments for those subject to tax on PAHO income (applicable to US citizens, US permanent residents, certain citizens of Canada, and citizens of Venezuela) and for use by staff for compliance purposes in countries that exempt PAHO income from taxation; review for accuracy earnings data submitted to the UN Tax Unit for use in reporting earnings under US IRS protocols for Form 1099-NEC;

13.Conduct briefings on salary, benefits, pension, and taxes on a regular basis for new and existing staff;

14.Supervise the computation and preparation of payment and adjustment transactions for reimbursement to entitled staff of national and local income taxes for eligible staff of Canada and Venezuela; provide guidance to US citizens and US permanent residents on obtaining services through the UN Tax Unit and assist staff in ensuring tax law compliance, maintaining an up-to-date knowledge of the rules and regulations governing income tax on PAHO income;

15.Conduct periodic reviews and maintain up-to-date all Standard Operating Procedure (SOPs), Job Aids, and policy documents pertaining to payroll processing, employee self-service, pension reporting, tax administration and other guidance needed by staff to facilitate access to compensation and benefits, as well as instruct in the proper use of automated services;

16.Apply the regulations and administrative procedures of the UNJSPF Administrative Manual; supervise the maintenance of records of all pension data for PAHO/WHO staff participants; prepare standard and special pension reports, including the Annual Pension Fund Report required under the Regulations and Rules of the UN Joint Staff Pension Fund; supervise the periodic reconciliation of individual pension accounts, particularly for those staff separating from the Organization and coordinating corrective adjustments as required;

17.Develop and maintain an ongoing review of payroll, pension and tax reimbursements as needed, making effective use of computer applications used in the analysis of data extracted from PMIS, and assisting in the development of new computer systems;

18.Maintain liaison with pension and tax officials at the United Nations, New York, WHO counterparts, and other international organizations;

19.Perform other related duties, as assigned.

REQUIRED QUALIFICATIONS

Education:

Essential: A bachelor's degree in business administration, accounting, finance, or any other field related to the functions of the post, from a recognized university.

Desirable: Certification as a Certified Public Accountant or Chartered Accountant would be an asset.

In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position.WHO, only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. PAHO will also use the databases of the Council for Higher Education Accreditation http://www.chea.org and College Navigator, found on the website of the National Centre for Educational Statistics, https://nces.ed.gov/collegenavigator to support the validation process.

Experience:

Essential: Five years of combined national and international experience in accounting or financial management in the private or public sector with at least three years in employee benefits administration and including two years in payroll operations with supervisory experience. A working knowledge of U.S. federal and state income tax preparation requirements.

SKILLS:

PAHO Competencies:

·Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organization’s mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards, and trusted by, colleagues and counterparts.

·Teamwork: Collaborate and cooperate with others. - Works collaboratively with team members and counterparts to achieve results; encourages cooperation and builds rapport; helps others when asked; accepts joint responsibility for the teams’ successes and shortcomings. Identifies conflicts in a timely manner and addresses them as necessary; understands issues from the perspective of others; does not interpret/ attribute conflicts to cultural, geographical or gender issues.

·Respecting and promoting individual and cultural differences: Relate well to diversity in others and capitalize on such diversity - Treats all people with dignity and respect. Relates well to people with different cultures, gender, orientations, backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.

·Communication: Express oneself clearly when speaking/Write effectively/Listen/Shares knowledge - Quality and quantity of communication targeted at audience. Listens attentively and does not interrupt other speakers. Adapts communication style and written content to ensure they are appropriately and accurately understood by the audience (e.g., power-point presentations, communication strategies, implementation plans). Shares information openly with colleagues and transfers knowledge, as needed.

·Knowing and managing yourself: Manages stress/Invite feedback/Continuously learn - Remains productive even in an environment where information or direction is not available, and when facing challenges; recovers quickly from setbacks, where necessary. Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others. Seeks feedback to improve knowledge and performance; shows self- awareness when seeking and receiving feedback; uses feedback to improve own performance. Seeks informal and/or formal learning opportunities for personal and professional development; systematically learns new competencies and skills useful for job; takes advantage of learning opportunities to fill competencies and skill gaps.

·Producing Results: Deliver quality results/Take responsibility - Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own timelines effectively and efficiently. Shows awareness of own role and clarifies roles of team members in relation to project’s expected results. Makes proposals for improving processes as required and takes responsibility for own work and/or actions, as necessary. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.

·Moving forward in a changing environment: Propose change/Adapt to change - Suggests and articulates effective and efficient proposals for change as needed when new circumstances arise. Quickly and effectively adapts own work approach in response to new demands and changing priorities. Is open to new ideas, approaches and working methods; adjusts own approach to embrace change initiatives.

Technical Expertise:

·Strong theoretical and practical knowledge of finance, accounting, and management sciences and the ability to apply such disciplines to complex and evolving employee salary and benefit programs that include entitlements for national and internationally recruited staff; post and non-post staff, benefits such as group life, accident and medical insurance programs, pension, and income tax reimbursement programs, and programs for paid and unpaid time off.

·Ability to analyze and interpret contractual arrangements and assess the accuracy of compensation and benefits generated through automated processes, assessing the accuracy of accounting transactions, the proper recording and allocation of costs, and produce financial reports for control, testing, and management purposes, as needed.

·Proven analytical skills, complemented by excellent communication and interpersonal skills.

·Ability to coordinate the work of subordinates, and collaborate cross-functionally, combined with the ability to write, speak, and present in a clear and concise, diplomatic, tactful, and courteous manner.

Languages:

Very good knowledge of English or Spanish with a working knowledge of the other language. Knowledge of French and/or Portuguese would be an asset.

IT Skills:

Demonstrated ability to effectively use current technology and software, spreadsheets and presentations, as well as Enterprise Resource Planning (ERP) and management information systems. Other IT skills and knowledge of software programs such as Microsoft Excel, Outlook, OneDrive, PowerPoint, Teams, SharePoint, and Word are considered essential, particularly with regard to financial, accounting, and/or administrative operations.

REMUNERATION

Annual Salary: (Net of taxes)

USD $50,377.00 post adjustment

Post Adjustment:63.5% of the above figure(s).This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation.

ADDITIONAL INFORMATION

This vacancy notice may be used to fill other similar positions at the same grade level.

Any appointment/extension of appointment is subject to PAHO Staff Regulations, Staff Rules and e-Manual.

For information on PAHO please visit: http://www.paho.org

PAHO/WHO is an ethical organization that maintains high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.

PAHO/WHO also promotes a work environment that is free from harassment, sexual harassment, discrimination, and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of abusive conduct.

PAHO/WHO personnel interact frequently with people in the communities we serve. To protect these people, PAHO has zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.

PAHO/WHO is committed to workforce diversity. PAHO/WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

PAHO/WHO offers an attractive compensation package including an annual net salary and post adjustment, which reflects the cost of living in a particular duty station and exchange rates (subject to mandatory deductions for pension contributions and health insurance).Other benefits include: 30 days annual leave, dependency benefits, pension plan and health insurance scheme. Benefits for internationally recruited staff may include home leave, travel and removal expenses on appointment and separation, education grant for dependent children, assignment grant and rental subsidy.

Candidates appointed to an international post with PAHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.

All applicants are required to complete an on-line profile to be considered for this post.

Candidates will be contacted only if they are under serious consideration. A written test and/or interview will be held for this post.The post description is the official documentation for organization purposes.