Finance Technician I

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OBJECTIVE OF THE OFFICE/DEPARTMENT

The Department of Financial Resources Management (FRM) oversees the financial transactions of the Organization by implementing its financial regulations and rules as well as accounting policies and procedures; monitors the inflow of funding and utilization of resources; processes the disbursements of funds; prepares the Organizations financial statements including the reporting of regular funds and voluntary contributions; manages investments and banking; conducts financial analysis; monitors the financial administration of PWRs; manages implementation of staff health insurance the settlement of national taxes and the processes and systems within FRMs area of responsibility.

ORGANIZATIONAL CONTEXT

As a member of the Staff Benefits unit within FRM the incumbents work involves specialized process execution encompassing several administrative subject areas for a broad range of functions requiring the correct analysis of data ensuring accuracy of calculations and examining adequacy and completeness of supporting information as well as interpretation and application of a wide range of finance and accounting principles and practices. Transactions are processed in accordance with the application of the International Public Sector Accounting Standards (IPSAS) the PAHO Financial Regulations and Financial Rules PAHO/WHO Staff Rules and the PAHO/WHO e-Manual as well as United Nations and donor agency policies and in compliance with established rules and procedures. The final product impacts the effective implementation of the Program and Budget the reputation of the Organization in the donor community as well as the daily operations of the technical teams and country offices. The incumbent has constant contact with colleagues at all levels throughout the Organization as well as external counterparts in donor agencies interpret agreement terms execute transactions and provide official financial reports. The work objectives are defined in the development of the annual performance plan and are reviewed periodically and upon completion of special projects.

SUMMARY OF RESPONSIBILITIES

Under the general supervision of the Advisor Staff Benefits Management (FRM) and the direct supervision of the Finance Specialist Staff Health Insurance (FRM/SHI) the incumbent is responsible for but not necessarily limited to the following assigned duties:

• Perform a wide range of financial and operational transactions within the Staff Health Insurance Unit;
• Process review amend and monitor financial transactions in assigned business processes in accordance with established policy Standard Operating Procedures (SOPs) job aids and agreements SHI Rules; record and validate information and financial data;
• Process and audit claims in HHIS system receipts collections and payments to healthcare providers active or retired staff according to established procedures. Scrutinize source documents for completeness accuracy and validity; audit complex health insurance claims to ensure that they meet the established criteria for eligibility supporting documentation level of charges ensuring proper application of insurance coordination standards ensuring administrative approvals are completed and recorded in HIIS;
• Prepare correspondence to clarify discrepancies; clear claims for settlement; analyze and monitor costs contributions journal sources and expense items;
• Analyze and reconcile assigned ledger accounts funds maintain bank accounts assigned and ensure necessary corrections or adjustments are made; determine appropriate payment elections for SHI reimbursements in PMIS; record journal entries as needed and ensure proper clearance procedures;
• Prepare bulk data for upload using Enterprise Interface Builders (EIBs) to reconcile when needed and maintain ledger accounts;
• Ensure collection of accounts receivable through payroll or bank deposit by transfer to WHO or collection from claim payments;
• Assist and guide healthcare providers and active and retired staff in areas of work assigned; assist in the monitoring of the day-to-day operation of the Staff Health Insurance Program including the interpretation of rules regulation policies and procedures applicable to benefits provisions and providing guidance to SHI Team on the proper application of same;
• Ensure the timely payment of medical claims; assist in monitoring the status of pending work and initiate actions to eliminate backlogs and to meet payment and reporting deadlines;
• Draft routine or advanced reports and correspondence; monitor the team mailbox and ensure timely response to incoming messages;
• Prepare responses to the queries received through Service Request System (SRS);
• Generate review and assist in the creation validation and maintenance of custom financial reports consolidating data from different sources; prepare and submit reports and worksheets;
• Research analyze and resolve accounting problems in consultation with supervisors finance specialists technical units and country offices as needed; investigate erroneous charges and take corrective actions;
• Prepare and maintain SOPs Job Aids and scribe documents for the SSH for assigned functions; Participate in SSH training sessions and ensure effective knowledge transfer to guarantee continuity of operations;
• Contribute to the monthly and annual closing process and annual financial statements;
• Train staff in auditing and encoding claims and provide guidance on the proper application of benefits;
• Cover assignments in the absence of team members;
• Apply corporate guidelines for fraud detection to the audit of claims performing audit of claim activity generated by TPAs ascertaining the validity of claims and the conformity to benefits described in the SHI Rules ensuring the eligibility of claimants the authenticity of documents the validity of payments etc. referring suspicious activity to the appropriate officer for further examination;
• Receive and review queries from staff members regarding settlement of complex medical claims; resolve issues involving the processing of claims made through third party administrators (TPAs) liaising with TPA focal points on a weekly basis;
• Prepare necessary replies to claimants and ensure the final resolution of cases;
• Support group briefings and training of country office staff and retirees in the use of the automated system for claim submission (SHI Online) preparing training materials (videos and PowerPoints) for virtual use and in-person training;
• Provide ongoing technical support to users of the SHI Online system and coordinate with WHO staff concerning system irregularities or data deficiencies with the HIIS claims processing system ensuring timely correction of such problems;
• Dispatch electronic claims and oversee the processing of payments to staff members in the absence of the Unit Supervisor validate HIIS claims on a weekly basis in consultation with the WHO SHI Compliance Officer;
• Function as the Teams contact point with TPAs in overseeing the enrollment and termination of insurance coverage of active and retired staff;
• Explain benefits process the continuation of health insurance coverage and payment of contributions in accordance with prescribed procedures and limitations;
• Work independently and provide authorization of medical and pharmaceutical services and products based on authority delegated for this purpose using independent judgement and knowledge of approval criteria;
• Prepare medical cases including required documentation to be presented to the Global Standing Committee the SHI Medical Advisor or the SHI Officer at Headquarters for review and approval in accordance with the requirements of the SHI Plan;
• Inform claimants and TPAs promptly of decisions taken; Determine eligibility for Medicare coverage provide guidance to active/retired staff on the requirements for Medicare coverage and assist retirees in obtaining reimbursement of Medicare premiums;
• Revise and maintain account code structure to include an indicator of Medicare coverage to enforce Rule C.27;
• Provide advice to retirees on available benefits following the death of primary retired members supporting access to benefits on behalf of survivors;
• Prepare issue and monitor all guarantee letters to hospitals in regions without a TPA ensuring that invoices are received in a timely and accurate manner;
• Perform other related duties as assigned with a proactive and positive attitude and customer-service-oriented approach.

KEY BEHAVIORAL COMPETENCIES

Overall attitude at work: Maintains integrity and takes a clear ethical approach and stance; demonstrates commitment to the Organizations mandate and promotes the values of the Organization in daily work and behavior; is accountable for work carried out in line with own role and responsibilities; is respectful towards and trusted by colleagues and counterparts.

Teamwork: Collaborate and cooperate with other/Deal effectively with conflict - Creates team spirit; promotes collaboration and open communication in the team; proactively supports others; welcomes team responsibilities and drives team results; promotes knowledge sharing in the team. Proactively identifies conflicts and facilitates their resolution in a respectful manner; tactfully resolves conflicts between or with others and takes action to reduce any possible tension; effectively builds a rapport with individuals and teams establishing good personal and professional relationships as well as minimizing risk of potential conflict.

Respecting and promoting individual and cultural differences: Relate well to diversity in others and capitalize on such diversity - Treats all people with dignity and respect. Relates well to people with different cultures gender orientations backgrounds and/or positions; examines own behavior to avoid stereotypical responses; considers issues from the perspective of others and values their diversity.

Communication: Express oneself clearly when speaking/Listen/Write effectively/Share knowledge - Foresees communication needs of audience and targets message accordingly. Facilitates open communication; encourages others to share their views openly and takes time to understand and consider their views. Writes down ideas in a clear structured logical and credible way; drafts and supports the development of guidelines policies and procedures. Shares relevant information openly and ensures that the shared information is understood; considers knowledge sharing as a constructive working method and demonstrates awareness of the Organization.

Knowing and Managing Yourself: Remain productive/Continuously learn - Remains objective and focused even in a changing and moving environment; continues to display positive behavior when facing some constraints; keeps challenges in perspective. Seeks all relevant information for decision making from a wide range of sources; quickly learns new competencies and skills that expand role capability; shows rapid understanding of new and/or complex information relevant to job.

Producing results: Work efficiently and independently/ Deliver quality results/Take responsibility - Prioritizes work monitors own progress against objectives and adapts plans as required; communicates adjustments as necessary.

Acts proactively and stimulates action as needed; handles problems effectively and constructively. Produces high-quality results and workable solutions that meet clients needs. Works independently to produce new results and sets own timelines effectively and efficiently. Demonstrates a positive attitude in working on new projects and initiatives. Demonstrates accountability for own success as well as for errors; learn from experience.

TECHNICAL EXPERTISE

• Knowledge of accounting principles and practices with the ability to analyze financial and personnel data apply rules and regulations and determine required accounting calculations and transactions.

• Knowledge of financial operations and systems; proficiency in the use of automated financial accounting systems;

• Ability to write/originate routine and non-routine correspondence and reports in English and Spanish.

• Skills in planning organizing evaluating problem-solving and decision-making of routine office management processes.

• Ability to plan organize coordinate and carry out financial/accounting processes such as monitoring budget and accounting activities developing operational standards and procedures manuals determining priorities adjusting or identifying new internal procedures etc.

• Ability to maintain databases input data and prepare reports and documentation including special charts graphics and other features.

• Ability to provide excellent customer service.

EDUCATION

Essential: Certificate of completion of high school.

Desirable: Specialized training at the college university or business school level with emphasis on accounting and/or finance would be an asset.

EXPERIENCE

Essential: Six years of experience in accounting and/or finance work or four years of experience in accounting and/or finance work and one year of college or university level training towards a declared major/minor in the area of accounting or finance or two years of experience in accounting and/or finance work and two years of specialized training at the college university or business school level in accounting and/or finance.

Desirable: Experience working with Workday Financial Management Modules and/or with IPSAS would be an asset.

LANGUAGES

Very good knowledge of English and Spanish.

IT SKILLS

Demonstrated ability to effectively use current technology and software as well as Enterprise Resource Planning (ERP). Other IT skills and knowledge of software programs such as Microsoft Excel Outlook OneDrive PowerPoint Teams SharePoint and Word are considered essential. Knowledge of systems particularly with regard to financial accounting and/or administrative operations. Other IT skills/knowledge of report writing or other data management tools such as Access and Project would be an asset.

DISCLAIMER

• This vacancy notice may be used to fill other similar positions at the same grade and level.

• All applicants are required to complete an on-line profile to be considered for this post.

• Candidates will be contacted only if they are under serious consideration.

• In the event that your candidature is retained for an interview you will be required to provide in advance a scanned copy of the official degree(s)/diploma(s)/certificate(s) required for this position. PAHO considers official higher educational qualifications obtained from an institution accredited/recognized in one of the following databases:

- World Higher Education Database (WHED) list updated by the International Association of Universities

(IAU)/United Nations Educational Scientific and Cultural Organization (UNESCO).

The list can be assessed through the link: Council for Higher Education Accreditation

- College Navigator found on the website of the National Centre for Educational Statistics

to support the validation process.

• Any appointment/extension of appointment is subject to PAHO Staff Regulations Staff Rules and e-Manual.

PAHO/WHO is committed to:

• PAHO supports an environment of mutual respect and dignity for all applicants. All interested individuals who meet the requirements of this position are encouraged to apply.

• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. To do so email us at:

• Maintaining high standards of integrity and accountability. People joining PAHO are required to maintain these standards both in their professional work and personal activities.

• Promoting a work environment that is free from harassment sexual harassment discrimination and other types of abusive behavior. PAHO conducts background checks and will not hire anyone who has a substantiated history of misconduct.

• Providing a smoke-free environment.

• Protecting the people in the communities we we have zero tolerance for sexual exploitation and abuse. People who commit serious wrongdoing will be terminated and may also face criminal prosecution.