SENIOR ADMINISTRATIVE ASSISTANT (G.6)
CORE FUND ACCOUNTS, FINANCIAL SERVICES, ADMINISTRATIVE DIVISION
Vacancy announcement number: G.S. 13-13
Admin Number: ADMIN/13/75
Post Number: 5-3015
Contract Information: Probationary for one year with possibility of extension subject to satisfactory performance. Recruitment for this vacancy is limited to local status only*.
Date of Issue: 8 January 2014
Deadline for applications: 7 February 2014
Salary information: Approximately £29,346 net per annum plus other excellent benefits, including medical insurance and UN pension scheme. For further benefits and entitlements, please click here.
Purpose of the Post
Under the immediate supervision of the Finance Officer, Accounts Unit, and the overall supervision of the Head, Financial Services, the incumbent will be responsible for regular reconciliation of the Organization’s Core Funds, preparing monthly and quarterly reporting packs for these Funds, and preparing the relevant parts of the IMO financial statements and notes at the year-end.
For a detailed job description, please refer to page 2.
Required competencies
a) Experience in administering, organizing and prioritizing a complex and varied workload from a variety of sources under time pressure is essential.
b) Thoroughness and excellent attention to detail in all responsibilities, ensuring accuracy in all tasks.
c) Punctuality, reliability, initiative, tact and discretion.
d) Ability to build and maintain effective working relationships with internal and external stake-holders, at all levels.
e) Excellent oral and written communications skills.
Professional Experience
Minimum of six years’ experience in accounting. Experience with International Public Sector Accounting Standards (IPSAS) or International Financial Reporting Standards (IFRS) is preferable. Experience within the UN system or other international organizations would be an advantage.
Education
Intermediate qualification of a recognized professional accounting institute (ACA, CA, CPA, CIMA or equivalent).
Language Skills
Complete proficiency in English**; including the ability to draft reports. Working knowledge of another official UN language would be an asset.
Other**
Excellent computer skills and high level of proficiency in Microsoft Office packages (in particular Excel and Word) are required. Experience of major accounting packages, particularly with regard to General Ledger (including accounts payable and accounts receivable), inventory and sales & distribution modules is desirable.
How to apply
Applications must include a cover letter stating the reasons for applying and relevant experience to the post and must be accompanied by an up to date Personal History Form (also available from our website www.imo.org). Applications should be sent to the following email address: recruitment@imo.org. Only applications submitted via email will be accepted.
Please state Vacancy Number G.S. 13-13 as well as the title of the post in the subject line.
Please do not send applications via multiple routes.
Your application will be acknowledged only in the case that you are short-listed for an interview.
IMO will make every effort to facilitate the employment of persons with disabilities.
Please note that IMO is no-smoking environment
* Local status requires unhindered and complete eligibility to live and to work in the United Kingdom.
** Candidates shortlisted for this post may be tested in all these areas.
MAIN DUTIES AND RESPONSIBILITIES
1. Perform daily bank reconciliations for IMO Regular Funds, including:
a) daily upload of statements from internet banking sites and clearing matched items;
b) query any corresponding unmatched or missing items in the ledgers/ statements and coordinate the owners for corrective action; and
c) prepare bank reconciliation working papers for review.
2. Prepare claims for the reimbursement of Value Added Tax (VAT), airport tax, insurance premium tax and climate change levy for the Organization’s Core Funds:
a) generate the tax reports from the accounting system, review and prepare the summary statements and submit, along with appropriate supporting documentation, to the Internal Oversight and Ethics Office for review;
b) once agreed, consolidate with the figures for the Organization’s extra-budgetary Funds and submit to the UK Foreign and Commonwealth Office (FCO);
c) journalize the final tax amount submitted for claim from the refundable to the clearing accounts and reconcile the relevant general ledger accounts; and
d) monitor and liaise with the FCO on any queries raised and the timely receipt of the tax claim refunds.
3. Prepare monthly reporting pack for Core Funds:
a) perform an in-depth analysis of the Organization’s financial position and performance related to Core Funds for assets, liabilities, revenue and expenditure;
b) based on the analysis, prepare detailed worksheets by account categories to facilitate the preparation of financial statements;
c) prepare monthly financial position and performance statements with comparison periods; and
d) provide a detailed commentary on significant movements of assets, liabilities, income and expenditures in the reporting period against the comparison period.
4. Prepare year-end financial statements and related notes:
a) extract IMO trial balances from SAP;
b) prepare detailed worksheets and schedules on financial performance and position;
c) prepare draft statements and detailed note disclosures to the accounts for relevant areas; and
d) prepare draft responses to audit queries and audit observations.
5. Perform daily reconciliations of Publication sales credit card accounts for sales of IMO publications made to customers and distributors through IMO’s online webshop:
a) export daily reports from Chase Paymentec website into Excel, formatting the spreadsheet to aggregate by card provider;
b) reconcile the credit card totals in Chase Paymentec with amounts received and against relevant general ledger accounts; and
c) post such journal entries as are necessary to reflect adjustments.
6. Prepare and reconcile monthly Interfund account matrix:
a) analyse all vendor/customer combinations for the Core Funds;
b) perform reconciliations, identify any differences and propose adjustments journals;
c) prepare settlements through the Organization’s treasury accounts; and
d) provide related input to the Treasury Officer to finalise the Treasury portfolio for submission to the Treasury Committee.
7. Other matters:
a) provide cover for other staff during absences and perform other ad hoc tasks related to the Unit, as instructed/required; and
b) draft correspondence related to the Unit.
___________
CORE FUND ACCOUNTS, FINANCIAL SERVICES, ADMINISTRATIVE DIVISION
Vacancy announcement number: G.S. 13-13
Admin Number: ADMIN/13/75
Post Number: 5-3015
Contract Information: Probationary for one year with possibility of extension subject to satisfactory performance. Recruitment for this vacancy is limited to local status only*.
Date of Issue: 8 January 2014
Deadline for applications: 7 February 2014
Salary information: Approximately £29,346 net per annum plus other excellent benefits, including medical insurance and UN pension scheme. For further benefits and entitlements, please click here.
Purpose of the Post
Under the immediate supervision of the Finance Officer, Accounts Unit, and the overall supervision of the Head, Financial Services, the incumbent will be responsible for regular reconciliation of the Organization’s Core Funds, preparing monthly and quarterly reporting packs for these Funds, and preparing the relevant parts of the IMO financial statements and notes at the year-end.
For a detailed job description, please refer to page 2.
Required competencies
a) Experience in administering, organizing and prioritizing a complex and varied workload from a variety of sources under time pressure is essential.
b) Thoroughness and excellent attention to detail in all responsibilities, ensuring accuracy in all tasks.
c) Punctuality, reliability, initiative, tact and discretion.
d) Ability to build and maintain effective working relationships with internal and external stake-holders, at all levels.
e) Excellent oral and written communications skills.
Professional Experience
Minimum of six years’ experience in accounting. Experience with International Public Sector Accounting Standards (IPSAS) or International Financial Reporting Standards (IFRS) is preferable. Experience within the UN system or other international organizations would be an advantage.
Education
Intermediate qualification of a recognized professional accounting institute (ACA, CA, CPA, CIMA or equivalent).
Language Skills
Complete proficiency in English**; including the ability to draft reports. Working knowledge of another official UN language would be an asset.
Other**
Excellent computer skills and high level of proficiency in Microsoft Office packages (in particular Excel and Word) are required. Experience of major accounting packages, particularly with regard to General Ledger (including accounts payable and accounts receivable), inventory and sales & distribution modules is desirable.
How to apply
Applications must include a cover letter stating the reasons for applying and relevant experience to the post and must be accompanied by an up to date Personal History Form (also available from our website www.imo.org). Applications should be sent to the following email address: recruitment@imo.org. Only applications submitted via email will be accepted.
Please state Vacancy Number G.S. 13-13 as well as the title of the post in the subject line.
Please do not send applications via multiple routes.
Your application will be acknowledged only in the case that you are short-listed for an interview.
IMO will make every effort to facilitate the employment of persons with disabilities.
Please note that IMO is no-smoking environment
* Local status requires unhindered and complete eligibility to live and to work in the United Kingdom.
** Candidates shortlisted for this post may be tested in all these areas.
MAIN DUTIES AND RESPONSIBILITIES
1. Perform daily bank reconciliations for IMO Regular Funds, including:
a) daily upload of statements from internet banking sites and clearing matched items;
b) query any corresponding unmatched or missing items in the ledgers/ statements and coordinate the owners for corrective action; and
c) prepare bank reconciliation working papers for review.
2. Prepare claims for the reimbursement of Value Added Tax (VAT), airport tax, insurance premium tax and climate change levy for the Organization’s Core Funds:
a) generate the tax reports from the accounting system, review and prepare the summary statements and submit, along with appropriate supporting documentation, to the Internal Oversight and Ethics Office for review;
b) once agreed, consolidate with the figures for the Organization’s extra-budgetary Funds and submit to the UK Foreign and Commonwealth Office (FCO);
c) journalize the final tax amount submitted for claim from the refundable to the clearing accounts and reconcile the relevant general ledger accounts; and
d) monitor and liaise with the FCO on any queries raised and the timely receipt of the tax claim refunds.
3. Prepare monthly reporting pack for Core Funds:
a) perform an in-depth analysis of the Organization’s financial position and performance related to Core Funds for assets, liabilities, revenue and expenditure;
b) based on the analysis, prepare detailed worksheets by account categories to facilitate the preparation of financial statements;
c) prepare monthly financial position and performance statements with comparison periods; and
d) provide a detailed commentary on significant movements of assets, liabilities, income and expenditures in the reporting period against the comparison period.
4. Prepare year-end financial statements and related notes:
a) extract IMO trial balances from SAP;
b) prepare detailed worksheets and schedules on financial performance and position;
c) prepare draft statements and detailed note disclosures to the accounts for relevant areas; and
d) prepare draft responses to audit queries and audit observations.
5. Perform daily reconciliations of Publication sales credit card accounts for sales of IMO publications made to customers and distributors through IMO’s online webshop:
a) export daily reports from Chase Paymentec website into Excel, formatting the spreadsheet to aggregate by card provider;
b) reconcile the credit card totals in Chase Paymentec with amounts received and against relevant general ledger accounts; and
c) post such journal entries as are necessary to reflect adjustments.
6. Prepare and reconcile monthly Interfund account matrix:
a) analyse all vendor/customer combinations for the Core Funds;
b) perform reconciliations, identify any differences and propose adjustments journals;
c) prepare settlements through the Organization’s treasury accounts; and
d) provide related input to the Treasury Officer to finalise the Treasury portfolio for submission to the Treasury Committee.
7. Other matters:
a) provide cover for other staff during absences and perform other ad hoc tasks related to the Unit, as instructed/required; and
b) draft correspondence related to the Unit.
___________
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