Head, Disbursements (P-3)

Principal Functions

1.  Organise the disbursing activities of two functional work units: payroll & travel unit and suppliers and services unit. 
   
   
   1. Organises the section's activities and processes, assigns responsibility to the Senior Financial Operations Assistant and the appropriate unit supervisors, ensures that staff are equipped with the skills and knowledge necessary to perform their tasks accurately and efficiently; 
   2. Leads and coaches staff to achieve the highest possible level of production through daily/weekly and individual/team consultation to plan and organise activities and allocate tasks so that every staff member is aware of their responsibilities in the process; 
   3. Co-ordinates with the Accounts, Reporting and Treasury Section to meet their planning requirements for maintaining accurate accounting records and for producing the relevant financial reports;
   4. Resolves issues encountered by disbursements staff and makes decisions to solve them, or contacts other offices to support their needs; 
   5. Explains and provides guidance and clarification in the processing of disbursements in accordance with the relevant regulations, rules and directives to ensure disbursements staffs are sufficiently trained in the examination of claims and the preparation of payment vouchers in accordance with the applicable guidelines;
   6. Work closely with Accounts, Reporting and Treasury Section to process vouchers on a timely basis to release funds by cut-off time.

 

2. Ensure that disbursements comply with the relevant Financial Regulations, Rules and Directives.  
   
   
   1. Acts as sole Approving Officer for payment of the OPCW budget, ensuring that compliance with the relevant Financial Regulations and Rules, and Directives;
   2. Instructs and trains the staff members in the Section to ensure that the financial regulations and rules are well understood and applied and required internal controls exist.  

 

3. Coordinating the ongoing stabilisation of the Financial Modules of a new ERP system modules.  
   
   
   1. Acts as a focal point of the financial aspects of the implementation of a new Enterprise Resource Planning system (ERP) and other IT systems; 
   2. Undertakes business process review of financial and accounting requirements and recommends how these should be incorporated in the new ERP of the OPCW;
   3. Works closely with ERP team, to ensure that key financial business processes are fully integrated with other modules in the ERP framework. 

 

4.  Assist the Head of Branch in various management tasks. 
   
   
   1. Drafts papers on post justification or appraisal reports; 
   2. Describes and develops financial procedures and policies in line with the financial regulations and rules, and directives; 
   3. Provides information and inputs and draft responses to internal and external audit recommendations; 
   4. Proposes recommendations on the improvement of internal control system; 
   5. Advises the Head of Branch on administrative and financial matters.

 

5. Perform other duties as required
   
   

Knowledge and Experience

Education

Essential

Advanced University degree in Accounting, Finance, Management, Public or Business Administration or related field. A first level university degree in the same areas as above in combination with qualifying experience (minimum 7 years) may be accepted in lieu of the advanced university degree.





Experience

Essential

At least five years of progressive experience in accounts payable functions, including payroll, of which at least two years should include international operations with advanced level degree and seven years with first level degree;

Extensive knowledge of, and experience in, administering, contemporary financial operations, including payroll;

Extensive experience and demonstrated success in leading contemporary accounts payable operations, including an attention to detail and accuracy; 

Experience in revising methods and procedures, drafting directives and implementing technology supported improvements

Experience with modern ERP financial systems especially Payables and Payroll components.

Sound knowledge of International Public Sector Accounting Standards (IPSAS).




Desirable

 Experience in planning and prioritising the resources and workload of small teams;  

 Experience in process review and implementation of improvements; 

Experience working in multicultural organisations would be a definite advantage;

Work experience in the UN Common System would be a strong asset.




Skills and Abilities (key competencies):

1. Ability to analyse operational and staffing issues, ensure attention to detail, identify priorities, formulate options, and propose and implement solutions in a complex business environment;
2. Well-developed inter-personal and communication skills with ability to present information clearly and logically both in writing and verbally; 
3. Demonstrated leadership and management skills in a financial operations environment, including delegation of responsibility, motivation and direction of staff, and a commitment to effective performance feedback;
4. Ability to act with discretion, confidentiality and tact in sensitive situations, as well as maintain effective working relationships with people of different cultural backgrounds; 
5. Proficiency in Microsoft desktop packages and sophisticated financial information systems, including payroll databases. 

Language Requirements

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.