Grade: G6

Contractual Arrangement: Fixed-term appointment

Contract Duration (Years, Months, Days): One year, first year probationary period. Post of limited duration.

Job Posting: Sep 18, 2024, 2:25:06 PM

Closing Date: Oct 9, 2024, 4:59:00 PM

Primary Location: Brazil-Brasilia

Organization: PAHO/WHO Representation, Brazil

Schedule: Full-time

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.

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OBJECTIVE OF THE OFFICE/DEPARTMENT
This is a requisition for employment at the Pan American Health Organization (PAHO)/Regional Office of the World Health Organization (WHO)
PAHO Country Offices are responsible for ensuring that the Pan American Health Organization / World Health Organization (PAHO/WHO) country program of technical cooperation and its country presence provides adequate support to the national health development process and, at the same time, enables the countries to shape the sub regional, regional and global health agendas. The PAHO/WHO Country Office is the basic organizational unit for technical cooperation with the countries, drawing on PAHO/WHO resources from all levels and all parts of the Organization.
DESCRIPTION OF DUTIES
Under the general supervision of the Administrator and the direct supervision of the Finance and Budget Specialist, the incumbent is responsible for, but not necessarily limited to, the following assigned duties:
a) Act as a Focal Point for administrative and financial processes related to the preparation, implementation, monitoring and closure of Letters of Agreement (LOA) and Training and Capacity Building Activities (ATC), together with counterparties and beneficiary institutions, ensuring that these processes are conducted in accordance with the Organization’s policies, regulations, and best practices;
b) Assist technical teams in the exchange of communications with counterparties and other external institutions to ensure that the required official documentation related to the letters of agreement is prepared in accordance with the Organization’s rules and regulations; review supporting documentation of the beneficiary institutions under the agreement and other supporting documents that are required; process requests for transfer of funds to the beneficiary institutions and ensure accurate reconciliation with official accounting records of the Organization;
c) Monitor the progress of deliverables as specified in the letters of agreement with counterparties; issue instructions for the preparation and presentation of technical and financial reports; ensure that receipts are accounted for, and invoices are received for disbursement of funds and final obligation liquidations;
d) Provide support for all business processes pertaining to LOAs and Small Financial Contributions to Governmental Counterparts including the creation of contracts, creation of payment schedules, preparation of invoices, amendments to LOA contracts and invoices, in collaboration with Headquarters;
e) Use and keep updated the LOA Management System as a tool for monitoring the LOAs and Small Financial Contributions to Governmental Counterparts; as well as maintaining adequate records on defaulting institutions;
f) Organize and provide training for the internal technical and administrative teams, counterparts and beneficiary institutions about LOAs and Small Financial Contributions; support the beneficiary institutions on rendering of accounts; analyze and monitor the LOA rendering of accounts and take appropriate actions;
g) Perform periodic visits to national counterparts, in close coordination with technical teams, for the control, monitoring and follow-up of the expected deliverables, as specified in the letter of agreement; and verify the execution of the authorized expenditures;
h) Prepare monthly and ad-hoc status reports of Letter of Agreements, as required by operational procedures and audits;
i) Monitor and analyze data in the accounting system to ensure that funds disbursed through letters of agreement and Small Financial Contributions to Governmental Counterparts are reconciled; prepare and process accounting entries as required;
j) Liaise with external partners/national counterparts with regard to financial reporting matters, outstanding accounts receivable balances and refunding of any unutilized resources;
k) Initiate and maintain effective written and verbal contact with the technical teams and those involved in the management of letters of agreement; assist with the financial implementation requirements, the analysis of unliquidated obligations, accounts receivable, expenditure recognition and follow up on expired and expiring projects;
l) Provide support to Internal and External Auditors;
m) Ensure the quality of documents relating to the Letters of Agreement and ATC processes for proper archiving in the institutional archive;
n) Perform other related duties, as assigned.
REQUIRED QUALIFICATIONS
Education:
Essential: Certificate of completion of high school.
Desirable: Specialized training at the college, university, or business school level with emphasis on accounting, finance, business administration or related areas 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. PAHO, only considers official degrees 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 experience in general accounting work, including experience with automated systems for financial operations or three years of experience in accounting/financial operations, and one year of college or university level courses towards a declared minor/major in accounting, finance, business administration or related areas.
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 other/Deal effectively with conflict - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team. Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams, establishing good personal and professional relationships, as well as minimizing risk of potential conflict.
Communication: Express oneself clearly when speaking/Listen/Write effectively/Share knowledge - Foresees communication needs of audience and targets message accordingly. Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views. Writes down ideas in a clear, structured, logical and credible way; drafts and supports the development of guidelines, policies and procedures. Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.
Knowing and Managing Yourself: Remain productive/Continuously learn - Remains objective and focused even in a “changing and moving” environment; con t i n u es to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.
Producing results: Work efficiently and independently/ Deliver quality results/Take responsibility - Prioritizes work, monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary. Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients’ needs. Works independently to produce new results and sets own time lines effectively and efficiently. Demonstrates positive attitude in working on new projects and initiatives. Demonstrates accountability for own success, as well as for errors; learns from experience.
Technical Expertise:

• Knowledge of finance/accounting principles and practices, with the ability to analyze financial data and determine related accounting transactions; knowledge of IPSAS rules.

• Proficiency in the use of automated financial accounting systems and specialized mainframe or computer software associated with assigned responsibilities.

• Ability to plan and monitor financial processes often involving complex administrative actions, such as: monitoring budget and accounting activities, evaluating priorities and recommending adjustments on new internal procedures, etc.

• Skills in planning, organizing and analyzing databases, enter data and prepare reports and documentation, including special tables, graphs and others.

• Ability to communicate with people from different backgrounds and cultures, with an ability to foster good interpersonal relationships and discretion.

• Ability to research, analyze, organize information and prepare summary reports.

• Ability to write/originate routine and non-routine correspondence and reports in Portuguese and English.

• Ability to work independently with minimal direct supervision; uses initiative to seek proposals for solving problems and making decisions in relation to processes related to its scope of action.

Languages:
Very good knowledge of Portuguese and English. A working knowledge of Spanish would be an asset.
IT Skills:
Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, Power Point, Power BI and Outlook. Other IT skills and knowledge of other software programs such as Visio, Microsoft Share Point and Project will be an asset.
REMUNERATION
Annual Salary: (Net of taxes)
BRL R$182,111.00
ADDITIONAL INFORMATION (Local Recruitment)
THIS VACANCY NOTICE MAY BE USED TO FILL OTHER SIMILAR POSITIONS AT THE SAME GRADE LEVEL.
Only candidates under serious consideration will be contacted.
A written test may be used as a form of screening.
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 offers an attractive compensation package including an annual net salary (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.
All applicants are required to complete an on-line profile to be considered for this post.
Administrative/support positions in Brazil are open to Brasilia metropolitan area residents only. Candidates must be Brazil citizens or be a permanent legal resident in the country.
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 document for organizational purposes.