P3 Finance and Administration Officer

Job Advertisement

Position Title: P3 Finance and Administration Officer
Location: Geneva
Country: Switzerland
Deadline Date: 14 January 2025

Job Details

Job Posting Organization:
The International Social security" style="border-bottom: 1px dotted #007bff !important;">Security Association (ISSA) was established in 1927 under the auspices of the International Labour Organization (ILO). It is the leading global organization for social security institutions and related governmental agencies. ISSA has over 330 member organizations in 162 countries. As a voluntary membership organization, ISSA provides knowledge-based services to help its member institutions achieve excellence in social security administration. To adequately respond to the diverse needs and priorities of its member institutions worldwide, ISSA adopts a triennial program of technical and regional activities.

Job Overview:
The position is assigned to the Resources and Services Unit (RES) of the International Social Security Association (ISSA). The incumbent will be responsible for coordinating ISSA's activities related to finance, procurement, and investments, as well as maintaining ISSA's quality management system and internal control. Reporting directly to the Head of RES, the incumbent will ensure compliance with established standards, regulations, and directives, and will participate in annual reviews and triennial certification processes for ISO 900

• The role requires a proactive approach to managing financial and procurement processes, ensuring adherence to Swiss, European, and international regulations, particularly concerning data protection and financial accountability.

Duties and Responsibilities:

• Supervise and update internal control and management systems (ISO 9001 certification). Ensure compliance with established standards, regulations, and directives. Participate in annual reviews and triennial renewal processes for ISO 9001 certification. Contribute to internal audits, draft reports and recommendations, and oversee corrective actions resulting from audit findings.
• Contribute to the implementation of Swiss, European, and international regulations regarding data protection (General Data Protection Regulation - GDPR) and other Swiss legal instruments. Manage and maintain documentation related to GDPR and related records in accordance with legal obligations.
• Ensure compliance with financial and accounting requirements by the ISSA's ERP system, manage new integrations, and maintain and update documentation of systems and processes. Initiate workflows to improve financial and budgetary control, conduct asset inventories, ensure data integrity, and establish robust security protocols. Coordinate the creation of interactive dashboards, special reports, and key performance indicators.
• Keep financial procedures related to assigned operations up to date, and draft circulars, manuals, and training materials as necessary.
• Analyze accounts and financial documents and take corrective actions for anomalies. Monitor income and expenses, and prepare periodic analyses of the financial situation. Review monthly accounts and take corrective actions, examine requests for obligations in light of fund availability. Supervise and review certain transactions and financial documents (e.g., budget proposals, payment requests, payroll data) before their entry into the financial system, ensuring the application of control and supervision procedures for income and expenses.
• Ensure the accuracy and consistency of financial data across all ISSA databases, such as financial information like MoStat and branches.
• Provide administrative support to bidding processes. Analyze and evaluate suppliers and proposals, considering various factors affecting the technical specifications of items, costs, prices, and contractual agreements. Review procurement requests to ensure that the description of goods, services, and related specifications is adequate for acquisition through officially convened tenders or negotiation.
• Manage and oversee extrabudgetary and external collaboration agreements, excluding expert deployment programs, including but not limited to reviewing agreements and cost plans, ensuring compliance with regulations and established policies and procedures.
• Supervise portfolio investments and short-term deposits, in accordance with ISSA's Investment Policy and approved credit limits. Oversee investment activities and manage maturity timelines. 1
• Prepare periodic and special financial and budgetary reports, providing relevant explanations when requested by supervisory staff. Participate in interim and annual financial statements. Follow up on external auditors' recommendations and draft responses to auditors' inquiries and observations for consideration by supervisory staff. 1
• May act as certifying officer and certify financial documents and transactions or escalate information to supervisory staff when appropriate, providing explanations and suggesting corrective or alternative measures. 1
• Provide training and guidance to ISSA staff, staying informed of changes in financial regulations and best practices. 1
• Contribute to other ISSA activities and projects by performing any other tasks assigned by the Secretary General or the Head of RES.

Required Qualifications:

• Advanced university degree (master's) in business administration, finance, accounting, or related fields. A first-level university degree (bachelor's or equivalent) in one of the mentioned fields combined with two additional years of relevant experience may be accepted in lieu of an advanced degree. A diploma or certification in accounting or auditing (e.g., specialist technician in accounting, Association of Chartered Accountants, Certified Internal Auditor, Swiss Certification of Public Accountants) is highly desirable.
• At least five years of directly relevant experience in finance, auditing, and accounting, including at the international level.

Educational Background:
The position requires an advanced university degree (master's) in business administration, finance, accounting, or related fields. Alternatively, a first-level university degree (bachelor's or equivalent) in one of the mentioned fields combined with two additional years of relevant experience may be accepted. A diploma or certification in accounting or auditing is highly desirable.

Experience:
The candidate must have at least five years of directly relevant experience in finance, auditing, and accounting, including experience at the international level. This experience should demonstrate a strong understanding of financial management, internal controls, and compliance with international standards.

Languages:
Excellent command of English or French (oral and written), with practical knowledge of the other language. Knowledge of Spanish or German would be an advantage.

Additional Notes:
The contract duration is for 12 months, renewable based on various conditions including availability of funds and continued need for the functions performed, as well as satisfactory performance and conduct. All contracts/extensions are governed by the ILO Staff Regulations and other applicable internal rules. Any job offer with the ILO is subject to certification by the ILO Medical Advisor that the individual is physically fit to perform the inherent and specific demands of the position offered. Therefore, before confirming the job offer, the selected candidate will be required to undergo a medical examination. The ILO has a zero-tolerance policy towards sexual exploitation and abuse, and will ensure that no staff member or beneficiary of the Organization's assistance is a victim, directly or indirectly, of acts of sexual exploitation and abuse.