QSF / UPU*Clearing Assistant, Bern, Switzerland

Vacancy Announcement No: UPU/14/G6/FT-NC/36 Title: QSF / UPU*Clearing Assistant Grade: G6 Type of contract Fixed-Term (Non-Core) Appointment Duration:  Three years	Publication Date: 30 January 2014 Application Deadline: 16 February 2014 (13 day(s) until closing deadline) Currently accepting applications   Organizational Unit: Finance Directorate (DFI) Duty Station:  Bern Switzerland Scheduled date for taking up appointment:  as soon as possible
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.
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).
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.
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.
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.
Additional Information: PLEASE NOTE THAT THIS IS A LOCALLY-RECRUITED POSITION, RESTRICTED TO SWISS NATIONALS AND/OR LEGAL RESIDENTS OF SWITZERLAND
Annual salary: (Net of tax) 82248 CHF
The conditions of service are governed by the Staff Regulations and Rules of the International Bureau of the Universal Postal Union.
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. All applicants employed by postal entities and applying for a vacant position in the Professional (P) or Senior (D) category must be recommended and submitted through the competent postal authority. Applications not satisfying this criterion may not be considered. Only candidates under serious consideration will be contacted.
Applications from women and member states are particularly encouraged. The UPU promotes diversity and work-life balance.
For further instructions regarding the online application process, please visit the UPU internet page at:http://www.upu.int/en/resources/vacancies