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Vacancy Announcement No: UPU/13/G6/FT-C/27
Title: QSF / UPU*Clearing Assistant
Grade: G6
Type of contract: Fixed-term (Non-Core) Appointment
Duration: three years
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Publication Date:
15 November 2013
Application Deadline:
17 December 2013
Vacancy Notice Cancelled
Organizational Unit:
Finance Directorate (DFI)
Duty Station:
Bern Switzerland
Scheduled date for taking up appointment: as soon as possible (This is a revised version - Publication Date : 5 November 2013 - 17 December 2013)
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Organizational Context:
The Universal Postal Union (UPU), with its headquarters in the Swiss capital Berne, is the primary forum for cooperation between postal sector players. It helps to ensure a truly universal network of up-to-date products and services.
The incumbent :
- Performs and oversees accounting operations of QSF Finance, gives first-level approval, and carries out related operations and duties (e.g. team leadership, day-to-day organization and administration, document preparation and explanations, reporting).
- Provides postal operators in the UPU*Clearing User Group with a method to regularize their business transactions, by managing a centralized system for the issuance and settlement of electronic invoices. Manages the revenues of the User Group and its secretariat.
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Main duties:
1. Team management (QSF)
- Distributes and plans day-to-day tasks within the QSF team, assists the expert with evaluations and objective setting.
- Monitors and verifies work (checking of entries, approval of ledgers).
- Provides team members with guidance and technical support.
- Manages absences and ensures continuity of the unit.
2. Operational management of the UPU*Clearing system
2.1 Monitoring and support:
- Oversees the use of the software and trains new users.
- Prepares and publishes the calendar of deadlines.
- Checks the entries made by postal operators of the system's member countries.
- Ensures compliance with the rules and the clearing calendar.
- Helps settle any accounting disputes between countries.
- Updates the statistics.
- As needed, updates and develops communication tools, and tools for promoting UPU*Clearing among postal operators of potential member countries.
2.2 Operational management:
- Prepares and sends out monthly invoices to the postal operators of member countries.
- Monitors the operations of debtor countries to ensure accounts are settled, and ensures that creditor countries are paid.
- Manages the "available assets" accounts of member countries (in EUR and USD), according to the instructions of their postal operator, as well as the UPU bank accounts opened for UPU*Clearing.
3. Accounting work
- Prepares and validates (first level) the more complex accounting vouchers for the QSF, as well as those related to UPU*Clearing (accounting and entry).
- Validates (first level) the accounting vouchers prepared by other QSF team members.
- Coordinates the annual closure of QSF and UPU*Clearing accounts and participates in the preparation of the annual financial statements.
- Produces and distributes financial reports (monthly closures) presenting the monthly balance sheet and the statement of expenditures and revenues.
- Prepares the documents and books for the monthly and annual closures of accounts.
- Prepares documentation for external auditors and justify its content.
4. Secretarial work
4.1 Meetings of the Investment Committee and the QSF Board of Trustees:
- Provides instructions for the preparation of documents, and prepares drafts and/or final documents, as the case may be.
- Presents and comments on specific items on the meeting agenda, respond to members' questions, and prepare meeting reports.
4.2 UPU*Clearing User Group and Steering Committee:
- Plans and organizes the User Group's General Assembly in cooperation with UPU*Clearing colleague (sets and proposes budget, prepares and publishes activity reports and various documents, submits proposals to amend the rules, coordinates meetings).
5. Other work
5.1 Navision accounting software:
- Serves as key user of the system.
- Keeps up to date with changes to the accounting system for all UPU accounts.
- Ensures the maintenance of reports generated by the software, and prepares accounting and financial data for projects under way or planned in Jet Report.
5.2 Miscellaneous:
- Handles mail and e-mail correspondence with countries.
- Meets with delegates during meetings in Berne, and answers questions or comments on specific accounting or financial information.
- Participates in the preparation of financial analyses.
- Develops work processes.
- Updates the rules (QSF and UPU*Clearing guides/manuals).
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Completion of secondary school. |
Experience:
At least six years' experience and knowledge in the field concerned (accounting, finance, banking operations) |
Technical knowledge:
- Very good knowledge of accounting, finance and banking operations.
- Very good knowledge of accounting software (Navision).
- Very good knowledge of Excel.
- Good knowledge of IPSAS.
- Good knowledge of the regulations in place in the fields concerned.
- Good knowledge of databases.
- Good knowledge of standard office software.
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Skills and abilities / competencies:
- Figures-oriented with an eye for detail.
- Ability to work independently or as part of a team.
- Ability to propose measures to rationalize working methods.
- Ability to communicate clearly and concisely.
- Ability to organize work and manage priorities.
- Ability to successfully carry out projects and work of a complex and specific nature (e.g. closing of accounts).
- Ability to manage a small team.
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Language skills:
Proficiency in English or French and the ability to communicate in the other language. Knowledge of other languages, particularly those used in the United Nations system, would be an asset.
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Annual salary:
(Net of tax)
82248 CHF
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| The conditions of service are governed by the Staff Regulations and Rules of the International Bureau of the Universal Postal Union.
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Please note that all candidates must complete an on-line application form.
All applications must be received by the closing date as stated in the vacancy announcement.
Only candidates under serious consideration will be contacted. |
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Applications from women and member states are particularly encouraged.
The UPU promotes diversity and work-life balance. |
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| For further instructions regarding the online application process, please visit the UPU internet page at: https://upu.int/en/Universal-Postal-Union/Careers |
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Vacancy Notice Cancelled |
This vacancy is shown for viewing only. It is not currently open for applications
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The UPU has a smoke-free environment
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