Billing and Service Management Assistant

The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: HQ/14/GMG/FT154 Title: Billing and Service Management Assistant (several positions) Grade: G6 Contract type: Fixed-Term Appointment Duration of contract:  2 years (initially)	Date: 28 March 2014 Application Deadline: 18 April 2014 (12 day(s) until closing deadline) Currently accepting applications Duty Station:  Kuala Lumpur, Malaysia   Organization unit: HQ/GMG General Management (HQ/GMG) / HQ/ITT Information Technology and Telecommunications (HQ/ITT)
OBJECTIVES OF THE PROGRAMME : The ITT department's 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 objective of the ITO team is to provide corporate support and consistent shared service to the ICT function across WHO including governance and coordination of global ICT initiatives, project planning, service management, finance and administration.
Description of duties: Under the supervision of the Billing and Account Officer, the incumbent will perform 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; prepare cost projections; perform reconciliation of estimates against actual expenditures, prepare regular reports, and interact with suppliers. The incumbent is expected to work on several ICT services, with several ITT service managers, and 3rd party service providers. The incumbent is expected to work with other ICT professionals, both in Headquarters and Regional offices to ensure timely billing of relevant services. The incumbent performs the following duties and responsibilities: > Procurement Request and Tracking. - Raise complete and accurate purchase authorizations/orders according to WHO procurement guidelines. - Ensure that funds are available in work plans before any procurement requests are raised. - Prepare and check all the necessary documentation (e.g. General External Services (GES) memos, Long Term Agreements, adjudication reports, etc.) before raising encumbrances. - Perform active tracking of purchases made and alert relevant managers for any delays or errors that need to be rectified. > Invoice Validation and Payment. - Perform timely receipt of invoices, validation of charges, identification of discrepancies, validation of credit invoices, and verification with ITT Service Managers. - Follow up with suppliers to resolve problems in Service Level Agreements (SLAs) or invoices. - Ensure payment of invoices within the agreed payment cycle of the supplier. > Billing and Cost Recovery. - Interact with and inform cost centres (departments, units, regional offices, and country offices) of cost projection and actual charges due to them and perform collection. - Prepare and submit expenditure batches for processing to WHO finance. - Perform reconciliation of collection against actual expenses and resolve discrepancies. > Interaction and Communication. - Respond to all correspondence and enquiries (written and/or verbal) on billing and payments. - Request information from suppliers, service managers, or cost centres to effect timely billing or payment. - Adherence to internal processes. - Follow internal IT Office processes for handling customer or supplier tickets or service requests. - Ensure all assigned tickets (and emails) are responded to and resolved within the agreed Service Level Agreements. - Keep any form of document or information repository up-to-date. - Perform all relevant work related to financial closure and/or any audit exercise. - Use existing or develop appropriate tools to proactively record, track, and reconcile transactions. - Prepare reports on the status of procurement, invoices, cost recovery, and others. - As backup, assume the responsibilities (full or in part) of other Billing and Service Management Assistants. - Perform other duties as assigned by supervisor.
REQUIRED QUALIFICATIONS
Education: Essential: - Completion of secondary school education or equivalent. Desirable: - A University Degree in a related field is highly desirable. - Training in the use of financial management and monitoring tools. - Training in ITIL service management framework. - Further education, training, or diploma in accounting, banking, or finance field.
Skills:  Essential: - Ability to follow a defined set of processes for the effective handling of day-to-day financial transactions including WHO financial policies and guidelines. - Ability to identify issues and risks and escalate these to supervisor in a timely and effective manner. - Careful 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. - Ability to deliver within the agreed timelines with utmost quality. - Ability to write clear and concise documentation (memos) that will be sent for approvals. - Ability to 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. - Ability to work effectively in both independently and a team environment. - Mature, independent, self-motivated and service-oriented. WHO Core Competencies: 1. Producing results 2. Knowing and managing yourself 3. Communicating in a credible and effective way
Experience: Essential: - At least 8 years of relevant experience working in book keeping, journalizations, account/bank reconciliation or transactional billing (cost recovery) across multiple currencies with completion of secondary school or commercial school or; - 6 years with a relevant first level University Degree or; - 5 years with a relevant Advanced University Degree. - Experience in customer relationship. 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: Essential: - Expert knowledge in English, both written and spoken. Desirable: - Knowledge of French would be an asset.
Additional Information: - Ideally some administrative or commercial training; supplemented by training or self-training in the use of standard office software such as MS Word, Excel, Power Point, Visio, Outlook, internet browsers, etc. - The work requires the use of a series of standard software such as word processing to type, format and print documents, reports, tabular materials, presentations, etc., as well as the maintenance of files. - Working experience on MS SharePoint and Datacol would be an advantage. - This vacancy is open to candidates in the local commuting area. - Only candidates under serious consideration will be contacted. - Other similar positions at the same level may be filled from this Vacancy Notice. - A written test may be used for screening purposes. - The following priority order will be observed in the screening of candidates: 1. WHO staff members (Continuing, Fixed-Term and Temporary appointments), 2. External candidates.
Annual salary: (Net of tax) MYR 59,164 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.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.