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Senior Payments Assistant (Rental Subsidies & Travel Claims) (Budapest)

UNITED NATIONS HIGH COMMISSIONER FOR REFUGEES

INTERNAL/EXTERNAL VACANCY NOTICE

 

Title of Position:                     Senior Payments Assistant (Rental Subsidies & Travel Claims)

Position Number:                     10014729

Category & Level:                     General Service, G-5

Location:                                 Human Resources Staff Services

                                               Global Service Centre, Budapest

Effective date:                         ASAP

Duration:                                  initially for a period of one year

Closing Date:                           13 February 2017

 

ORGANIZATIONAL CONTEXT

Under the supervision of the Payroll Officer or Associate Payroll Officer, the Senior Payments Assistant (Rental Subsidies & Travel Claims) is responsible for processing timely staff entitlements and ensuring the financial and personnel records are up to date.   The incumbent works independently on regular assignments with an oversight from the supervisor, who provides general guidance and work plans for identifying work priorities and appropriate approaches.

The Senior Payments Assistant (Rental Subsidies & Travel Claims) maintains regular contact on a working level on routine issues with other Units, Sections, Field Offices, UN agencies and third parties. The incumbent is in charge of Payroll and Payments data for staff members at different levels to answer queries and provide information. 

The confidentiality of all personnel and payroll matters and the need to deal with clients in a courteous and efficient manner are salient features of this position.

 

FUNCTIONAL STATEMENT

 

Accountability

  • All payments relating to staff entitlements and benefits are processed in an accurate and timely manner.
  • Information and guidance related to payments of entitlements are timely provided to staff members and concerned     Units at HQ.
  • Financial records related to entitlements and claims are up-to-date.

Responsibilities

  • Accurately process applications related to staff members' entitlements and benefits including claims pertaining to Rental Subsidies and Statutory Travel Claims.
  • Verify and analyse salary scales, Post adjustment multipliers, Rental Subsidy thresholds and relevant HR data effecting the calculation of Rental Subsidy in the Data base of PeopleSoft Global payroll system.
  • Liaise with HR periodically on reassignments concerning staff in receipt of Rental Subsidy.
  • Provide support to the Personnel Administration Unit in calculation of air travel tickets costs related to Statutory Travels.
  • Advise and provide guidance to staff members in the field and at HQs about the application of policies and procedures related to staff members' entitlements and benefits.
  • Prepare financial vouchers including Accounts Payable vouchers.  
  • Provide feedback to staff members in the field and HQs about the status of their claims.
  • Select and enter data from a wide variety of documents, verify accuracy by checking sources, make necessary calculations and assure inclusion of all relevant data.
  • Maintain financial records and monitor systems to record and reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports.
  • Maintain personnel records and update different databases related to entitlements processing. 
  • Reconcile accounts monthly or periodically by monitoring and clearing open items related to staff members entitlements.
  • Follow-up with the staff members to ensure prompt recovery of any amounts due to the organisations. 
  • Participate in activities related to year-end accounts closure such as setting up accrual entries and provide assistance during internal and external audit of accounts.
  • Prepare recurring reports as scheduled and special reports as required for processed entitlements, audits or other reasons.
  • Perform other duties as required.

Authorities

  • Run and verify reports, prepare calculations of entitlements, make/amend data entries, submit memoranda/attestations/journal & payment vouchers to the supervisor for approval.
  • Follow-up on discrepancies and errors relating to reconciliation of accounts and open items.

ESSENTIAL MINIMUM QUALIFICATIONS, PROFESSIONAL EXPERIENCE AND REQUIRED COMPETENCIES

  • Completion of Secondary Education or equivalent technical or commercial school with certificate/training in Accounting, Business Administration, Finance, Office Management, or other related field.
  • Minimum 5 years of relevant professional experience.
  • Good Knowledge in UNHCR admin and financial rules and regulations, procedures and processes.
  • Experience in the airline industry and working knowledge of air ticketing software such as AMADEUS.
  • High IT affinity is essential with excellent computer skill and working knowledge in MS Office software and People Soft applications.
  • Excellent knowledge of English (written/oral/comprehension).
  • Judgement and Decision Making
  • Managing Resources
  • Analytical Thinking
  • Technological Awareness
  • Planning and Organizing

 

DESIRABLE QUALIFICATIONS AND COMPETENCIES

 

  • Post-secondary training in related field would be considered an advantage.
  • Completion of UNHCR learning programmes or specific training relevant to functions of the position.
  • Knowledge of another UN language.
  • High degree of reliability and accuracy.

 

Eligibility

External candidates must be legally present in Hungary at the time of application, recruitment and hire.

 Submission of applications

If you wish to be considered for this vacancy, please submit your Personal History Form (P11) and its supplementary pages (if applicable), motivation letter and CV by e-mail with “LAST name – Senior Payments Assistant (10014729) position” in the subject line to: HQBSCAPC@unhcr.org by 13 February 2017.  

Shortlisted candidates may be required to sit for a test. Only shortlisted candidates will be notified. No late applications will be accepted.

UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation.

UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

 

REMUNERATION

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org

Szent István Egyetem • Cím: 2100 Gödöllő, Páter Károly utca 1. Forrásközpont 115. Telefon: 06-28-522-058, Telefon: 06-28-522-000/2058. E-mail: info@karrieriroda.szie.hu •  Minden jog fenntartva