P1 Finance and Administration Officer

Job Advertisement

Position Title: P1 Finance and Administration Officer
Location: Geneva
Country: Switzerland
Deadline Date: 14 de enero de 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 bodies, with over 330 member organizations in 162 countries. ISSA aims to provide knowledge-based services to help its member institutions achieve excellence in social security administration. The organization adopts a triennial program of technical and regional activities to adequately respond to the diverse needs and priorities of its member institutions worldwide.

Job Overview:
The position is part of the Resources and Services Unit (RES) of the ISSA. The incumbent will be responsible for supporting financial and administrative activities under the direct supervision of the Head of RES. The RES is responsible for budget and finance, procurement, internal control, human resources, travel and official missions, information and communication technology services, logistics, and maintaining the ISO 9001:2015 quality management system. The incumbent will actively participate in the financial data management project and may be requested to work on task-oriented projects to contribute to ISSA's activities within their area of expertise.

Duties and Responsibilities:

• Participate in the financial correspondence management project in SharePoint, including assisting in organizing and maintaining financial correspondence, supporting the scanning and filing of paper files, aiding in the migration of data from local units to SharePoint, ensuring consistency in file structure, naming, and accessibility, and managing access permissions under supervision. Conduct periodic audits of the filing system and archive files according to retention policies. Document filing procedures and report on system efficiency to contribute to a secure, well-organized, and user-friendly electronic data management system. Ensure the maintenance, accessibility, and efficiency of filing systems. Participate in the overall management of physical and electronic data, assisting in organizing and systematizing physical records, including inventory and, where appropriate, scanning files for digital backup.
• Ensure coordination and updating of database information on budgetary, financial, and other types of administrative information. Track activities and resources, updating information as necessary. Monitor the inbox for issa-finance@ilo.org to ensure all member requests are processed and responded to correctly.
• Support the optimization of online collaboration tools and operational process automation solutions based on Microsoft technologies. Assist in implementing new systems and processes, contributing to testing and developing systems.
• Provide a record of obligations and expenses, including performing accounting operations related to accounts payable, conducting account reconciliations, and periodically reviewing open transactions and provisional accounts in their areas of responsibility. Examine vendor requests and provide explanations, liaising with supervisory staff in complex or unusual cases. Maintain and reconcile various administrative records and files related to accounts payable.
• Assist in organizing travel and calculations for missions. Provide assistance in financial tasks related to the hiring of experts.
• Help draft chapters of financial and budget reports. Contribute to data collection and analysis, identifying trends or patterns, and providing preliminary information through graphs, tables, charts, and reports using data visualization methods for planning, decision-making, presentation, and communication of data-based information.
• The incumbent may be requested to perform a range of operational support activities on operational or administrative matters as needed, in collaboration with other ISSA work units, particularly during meetings, conferences, the General Assembly, and other high workload periods.

Required Qualifications:

• Good knowledge of financial management and accounting techniques in accordance with Swiss regulations. Knowledge of the policies, regulations, and procedures governing ISSA finances.
• Demonstrated ability to seek information from various locations. Proven skills in data analysis and management. Ability to quickly adapt to new software programs and systems.
• Knowledge of Microsoft technologies applications. Strong interest in financial processes, operational process automation, and data analysis.
• Ability to carry out tasks according to instructions and guidelines. Precision and attention to detail. Sense of responsibility to maintain data integrity.
• Excellent interpersonal skills, with a high degree of tact and demonstrated ability to maintain confidentiality with a high level of ethical conduct.
• User-oriented approach and ability to interact with member organizations and ISSA staff, responding to simple and complex inquiries. Ability to communicate effectively, both in writing and orally. Ability to deal with users (including high-level users) and respond to information requests from various sources (databases, websites, intranet, etc.).
• Excellent time management skills and ability to plan and execute assigned functions. Ability to work as part of a team and under pressure. Flexibility.
• Ability to work in a multicultural environment and demonstrate gender-sensitive and non-discriminatory behaviors and attitudes.

Educational Background:
A first-level university degree in finance or accounting, with a specialization in business administration and strong computer skills. A certification as an accountant is desirable. Any additional training in a field related to the work of RES will be an advantage.

Experience:
Relevant work experience in finance, accounting, or auditing. Experience with specific Microsoft technologies tools (Office 365, Business Central, PowerApps, SharePoint) will be a distinct advantage.

Languages:
Excellent level of English or French (both oral and written) and practical knowledge of the other language. Knowledge of a third ISSA language (Spanish, German) will be an advantage.

Additional Notes:
All contracts/extensions of contracts 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 requirements of the offered position. Therefore, before confirming the job offer, the selected candidate will be required to undergo a medical examination. The extension of technical cooperation contracts is subject to various conditions including: availability of funds and continued need for the functions performed, as well as satisfactory performance and conduct. For more information on employment conditions, please consult the International Recruitment page on the ILO Jobs website.