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Vacancy Notice No: HQ/12/GMG/FT416 Title: Billing and Service Management Assistant (2 positions) Grade: G6 Contract type: Fixed-Term Appointment Duration of contract: TWO YEARS (Initially) Application Deadline: 15 November 2012 Duty Station: Kuala Lumpur, Malaysia Organization unit: HQ/GMG General Management (HQ/GMG) / HQ/ITT Information Technology and Telecommunications (HQ/ITT) Director ITT's Officer (ITO) OBJECTIVES OF THE PROGRAMME : The Information Technology and Telecommunications (ITT) department is based in the General Management Cluster (GMG) of the World Health Organization (WHO). Its 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 services provided by ITT to staff, located both in HQ, regions, and countries, have increased significantly. These services are delivered through different suppliers or (service providers) that are located anywhere in the world. Timely collection of charges, placement of procurement requests, and invoice payments are critical to the cash flow standing of the ITT department whilst maintaining better relationships with suppliers. The objective of the Information Technology Office (ITO) team is to provide corporate support and consistent shared service to the ICT function across the Organization including governance and coordination of global ICT initiatives, project planning, service management, finance and administration. Description of duties: The Billing and Service Management Assistant will perform day-to-day transactions on billing, procurement, and finance functions for the ITT department's ICT services. Work will also include frequent interactions with finance and/or administrative personnel at Headquarters, Global Service Centre, Regions, Country/Field Officers, and Service Providers. The incumbent is expected to work on several ICT services, with several ITT service managers, and 3rd party service providers. The incumbent is also expected to work with other ICT professionals, both in Headquarters and Regional offices to ensure timely billing of relevant services. Under the supervision of the Billing and Account Officer, the incumbent will be responsible for: - 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; - preparing cost projections; - performing reconciliation of estimates against actual expenditures, prepare regular reports, and interact with suppliers; - Interaction and communication with stakeholder; - adherence to internal processes; - performing all relevant work related to financial closure and/or any audit exercise; - preparing reports on the status of procurement, invoices, cost recovery, and others; - as backup, he/she will assume the responsibilities (full or in part) of other Billing and Service Management Assistants; - using existing or developing appropriate tools to proactively record, track, and reconcile transactions; - performing other duties as assigned by supervisor. REQUIRED QUALIFICATIONS Education: Essential: Completion of secondary school education or equivalent, Desirable: Further education, training, or diploma in accounting, banking, or finance field. Training in the use of financial management and monitoring tools. Training in ITIL service management framework. Skills: Ability to: - follow a defined set of processes for the effective handling of day-to-day financial transactions including WHO financial policies and guidelines; - identify issues and risks and escalate these to supervisor in a timely and effective manner; - pay attention to detail and to monitor own work for accuracy, coupled with the ability to continuously monitor and track progress of procurement, invoices, collection, and payments; - deliver within the agreed timelines with utmost quality; - write clear and concise documentation (memos) that will be sent for approvals; - 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. Competencies - Knowing and managing yourself - Producing results - Communicating in a credible and effective way Experience: Essential: At least 8 years experience in book keeping, journalizations, account/bank reconciliation or transactional billing (cost recovery) across multiple currencies. Desirable: Experience in performing audit-related activities. Experience in customer relationship. Experience in using ERP systems; for example, Oracle eBusiness Suite. 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: Expert knowledge of English both written and spoken. Knowledge of other official WHO language(s) would be an advantage. Additional Information: - Only candidates under serious consideration will be contacted. - This vacancy is only open to candidates living in the local commuting area. - This vacancy may be used to fill other similar vacancies. Annual salary: (Net of tax) MYR58,234.- exempt of tax at single rate Source: WHO.

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