Under the direct supervision of National Finance Officer and overall guidance of Head, Finance and Budget, the incumbent prepares the standard invoices, prepayments and credit memos to effect payments and record expenditures. All matters, which may come to the attention of, or arouse the suspicion of the incumbent as to the occurrence of a contravention of the OSCE Financial rules and guidelines must be brought to the immediate and direct attention of the National Finance Officer. To assure continuous workflow, the incumbent also closely cooperates with Procurement, General Services, HR, and other Special Monitoring Mission (SMM) Sections including field offices levels:
1. Financial transactions processing:
Examines source documents for completeness, accuracy and validity of charges; prepares documentation for processing vendors' invoices and staff claims, creates and validates payment vouchers; codes income and expenditures and charges the appropriate accounts.
Checks whether Suppliers' documents are properly certified and the services / goods are received in IRMA by Programme Managers / authorized persons.
Ensures that invoice amounts and payment terms match contract / payment order (PO) provisions.
Verifies the correctness of information for input into the General Ledger to ensure its compliance with OSCE Financial Rules and Regulations; investigates erroneous charges and takes the appropriate corrective accounting actions.
Ensures that the balance of travel advances in excess of the amount of the travel claim is recovered and that remaining obligations pertain only to unpaid expenses.
2. Cash Operational Advances (COA) management:
Ensures proper use of cash operational advances, briefs cash holders on the respective financial regulations, clears and validates cash operational balances ensuring that financial rules and budgetary requirement have been met.
Monitors expenditures to ensure that they remain within authorized levels and examines the validity of requests for replenishment; perform a monthly reconciliation of the COA funds operated by the field offices and of the Cash Advances issued to Mission members to ensure that their balances concur with the OSCE Finance database.
Coordinates on all finance matters with field offices administrative / finance staff, follows up on deadlines, checks correctness of completed reports; corresponds with field offices to request missing supporting documents and to clarify discrepancies or anomalies.
If required, visits field offices to perform on-the-spot audit of cash management activities and paper flow.
3. Period closing responsibilities:
Conducts account analysis and monthly reconciliation of accounts, advices to National Finance Officer and / or Head, Finance and Budget on any outstanding items or discrepancies.
Follows up on timely closure and settlement of open prepayments.
4. Other duties
Maintains a system for high-quality verification of entitlement travel expenditures and supporting documents, checks eligibility of expenses for further processing by Payroll Section.
Prepares documents for submission to the state tax authorities for VAT refund, monitors respective Ukrainian tax legislation and updates the Mission management on changes and their impact on the SMM activity.
Acts as a focal point for entering new suppliers into IRMA.
Checks financial / payment provisions of Special Service Agreements, Contracts subject to their compliance with internal procedures.
When required provides guidance to General Service (GS) field staff.
5. Performs other related duties as assigned.
Citizenship of Ukraine;
Secondary education supplemented by specialized studies in Accountancy, Finance;
Minimum 4 years of relevant experience in accounting work or book-keeping preferably in an international environment;
Professional fluency in the English, Ukrainian and Russian languages, both oral and written;
Computer literate with practical experience with Microsoft applications. Knowledge of ERP systems is desirable;
Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure, proven resilience to high stress environments;
Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities;
Cultural sensitivity and judgment.
Commitment: Actively contributes to achieving organizational goals
Diversity: Respects others and values their diverse perspectives and contributions
Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
Accountability: Takes responsibility for own action and delegated work
Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
Planning: Works towards the achievement of goals in a structured and measured manner
Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
Initiative-taking: Proposes and initiates new ideas, activities and projects
Flexibility: Responds positively and effectively to changing circumstances
Managerial competencies (for positions with managerial responsibilities)
Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
Monthly remuneration, subject to social security deductions is 988.00 Euro/month. Social benefits will include participation in the Cigna health insurance scheme. Appointments are normally made at step 1 of the applicable OSCE salary scale.
How To Apply
For more details please visit the OSCE website employment section at http://www.osce.org/employment/. All qualified applicants are strongly encouraged to apply online, using the OSCE online application link.
Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.
The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.
The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.
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