Billing and Service Management Assistant - Kuala Lumpur Malaysia

OBJECTIVES OF THE PROGRAMME : The ITT department is based in the General Management Cluster (GMG) of the World Health Organization (WHO). Its main objective is to provide high-quality and cost-effective Information and Communications Technology (ICT) services which assist WHO in achieving its mission of health for all. The services provided by ITT to staff, located both in HQ, regions, and countries, have increased significantly. These services are delivered through different suppliers or (service providers) that are located anywhere in the world. Timely collection of charges, placement of procurement requests, and invoice payments are critical to the cash flow standing of the ITT department whilst maintaining better relationships with suppliers. The objective of the ITO team is to provide corporate support and consistent shared service to the ICT function across the Organization including governance and coordination of global ICT initiatives, project planning, service management, finance and administrtation .

Description of duties: The Billing and Service Management Assistant will perform day-to-day transactions on billing, procurement, and finance functions for the ITT department's ICT services. Work will also include frequent interactions with finance and/or administrative personnel at Headquarters, Global Service Centre, Regions, Country/Field Officers, and Service Providers. The incumbent is expected to work on several ICT services, with several ITT service managers, and 3rd party service providers. The incumbent is also expected to work with other ICT professionals, both in Headquarters and Regional offices to ensure timely billing of relevant services. Under the supervision of the Billing and Account Officer, the incumbent will be responsible for: creation and tracking of procurement requests; raising of encumbrances; reconciliation of invoices with the Service Managers; tracking, receipt and payment of invoices; billing and back charging from units, departments, regional and country offices; preparing cost projections; performing reconciliation of estimates against actual expenditures, prepare regular reports, and interact with suppliers. Interaction and Communication. Adherence to internal processes. Performing all relevant work related to financial closure and/or any audit exercise. Preparing reports on the status of procurement, invoices, cost recovery, and others. As backup, he/she will assume the responsibilities (full or in part) of other Billing and Service Management Assistants. Using existing or developing appropriate tools to proactively record, track, and reconcile transactions. Performing other duties as assigned by supervisor.

REQUIRED QUALIFICATIONS

Education: Essential: Completion of secondary school education or equivalent, supplemented by further education, training, or diploma in accounting, banking, or finance field. Desirable: Training in the use of financial management and monitoring tools. Training in ITIL service management framework.

Skills: Ability to: - follow a defined set of processes for the effective handling of day-to-day financial transactions including WHO financial policies and guidelines. - identify issues and risks and escalate these to supervisor in a timely and effective manner - pay attention to detail and to check own work for accuracy, coupled with the ability to continuously monitor and track progress of procurement, invoices, collection, and payments - deliver within the agreed timelines with utmost quality - write clear and concise documentation (memos) that will be sent for approvals. - effectively collaborate with teams in an international, multi-cultural, multi-disciplinary environment; separated by geographical locations and working under different time-zones - Proactive, flexible, resourceful and able to work independently with limited supervision - Good interpersonal skills with the ability to think and act quickly, sometimes under pressure and yet remain effective. - Good communication (both oral and written) and problem solving skills.

Experience: Essential At least 8 years' experience in book keeping, journalizations, account/bank reconciliation or transactional billing (cost recovery) across multiple currencies. Desirable Experience in performing audit-related activities. Experience in customer relationship. Experience in using ERP systems; for example, Oracle eBusiness Suite. Extensive administrative / financial support experience with the WHO or other UN agencies. Knowledge of WHO's (or other UN agencies) financial and procurement systems, policies, guidelines, and procedures would be an advantage.

Languages: Expert knowledge of English both written and spoken. Knowledge of other official WHO language(s) would be an advantage.

Additional Information: Expert knowledge of English both written and spoken. Knowledge of other official WHO language(s) would be an advantage.

Annual salary: (Net of tax) MYR58,234.- exempt of tax at single rate

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

Billing and Service Management Assistant
Vacancy Number: HQ/12/GMG/TASR34
Duty Station: Kuala Lumpur Malaysia
Grade: G6
Contract Type: Temporary Appointment under Staff Rule 420.4
Closing Date: 20 Aug 2012