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Administrative & Finance Assistant – WOAH Sub-Regional Representative for Central Asia – Astana, Kazakhstan

Context
The World Organisation for Animal Health (WOAH – founded as OIE) is a leading intergovernmental organisation representing 183 Members worldwide. Through its activities, WOAH makes a decisive contribution to improving animal health, protecting animal welfare and strengthening Veterinary Services. The Organisation provides transparent information on world’s animal health situation, and promotes international standards, particularly in terms of the safety of trade in live animals and animal products. More information can be found on WOAH’s website. Joining WOAH means taking part in the development of one of the leading international organisations, recognised and associated with other multilateral institutions, in the field of worldwide health. It means helping to build a global approach to health, combining animal and human health in a “One Health” approach. It means joining teams motivated by the impact of their actions, the sense of their collective commitment and their recognised professionalism in their respective fields of expertise.  WOAH’s headquarters are based in Paris. The Organisation is present on every continent through 13 Regional or Regional Representations. WOAH has 250 staff members, two-thirds of whom are based at headquarters. This position is located in Astana (Kazaksthan).
Job Description
Positioning and reporting
Under the authority of the Director General of the World Organisation for Animal Health (ex. OIE) and the direct supervision of the WOAH Sub-Regional Representative for Central Asia in Astana, Kazakhstan.
Job purpose
The Administrative and Finance Assistant contributes to the execution of a wide range of financial services and administrative processes of the Representation, ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, and procedures.
The Administrative and Finance Assistant promotes a client-oriented approach, in liaison and coordination with the WOAH Headquarters, to exchange information and ensure consistent service delivery.
Missions and activities    

Provide finance and administrative support:
– Advise the Sub-Regional Representative on administrative and finance reporting, clearance procedures on finance, procurement, recruitment, payments, travel, etc. in accordance with WOAH Note de Service;
– Draft administrative and financial management correspondence and be responsible for follow-up;
– Assume responsibility for stationery stocks, office forms, leave applications, mission orders, etc.;
– Collect and analyse quotations for purchase or lease of equipment, services and materials for the office and prepare and follow up on procurement requests;
– Realize the classification and archive of the files;
– Supervise support staff in charge of adequate maintenance of offices, buildings and vehicles;
– Organize the logistics of regional technical meetings in the sub-region (travel, hotel reservations,logistics related to the conferences,etc……) as well the missions and trips of representative and his staff;
– Keeps up-to-date the accounting documents (cash journal, bank journal, etc….) in close collaboration with accounting and budget team of the HQ in Paris, prepares the financial and accounting.

Manage the accounting work:
– Record and archive the accounting documents;
– Contribute to the monthly entry of cash and bank transactions in treasury journals;
– Ensure bank reconciliations;
– Verify the accounting documents are correct and eligible;
– Prepare the monthly financial report for the various accounts for approval by the Sub-Regional Representative and submission to the WOAH Head Office in Paris;
– Monitor payment requests, obtain necessary clearance and ensure payments are affected promptly;
– Assist in the drafting of accounting procedures;
– Advise and assist international staff, experts, consultants, and other staff on aspects of allowances, salary advances, travel claims and other financial matters;

Contribute to budget activities:
– Assist in the preparation and the follow-up of the annual budget of the SRR;
– Assist in the preparation and the follow-up of the budget of the regional events
– Assist WOAH headquarters in the development and formalization of accounting procedures.

Expériences / Formation

Qualifications and experience
Required qualifications
– Undergraduate degree (bachelor or similar) in Finance, Accounting, or related fields (business or public Administration) is required;
– At least five (5) years of relevant professional experience in administrative support tasks, including at least 2 years in financial management/accounting experience with the preparation of budgets;
– Working experience within an international organization is an asset.    

Expected skills:  
Technical skills
– Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.)
– Experience in the use of SAGE is an asset;
– Excellent knowledge of financial rules and regulations and accounting principles;
– Ability to administer and execute financial and accounting processes and transactions;
– Fluency in verbal and written Russian and Kazakh  

Additional skills  
Interpersonal skills
– Strong communication skills (verbal, written, interpersonal)
– Discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds
– Good organizational and coordination skills
– Flexibility to adjust work schedules and priorities
– Capacity to work with multiple team members in a multi-cultural environment with sensitivity and respect for diversity.

Salaire

Working conditions
– Salary: between 1000€ to 1500€ net per month (commensurate with qualifications and experience)
– Contract duration: One (1) year fixed term appointment, with the possibility of renewal.
The position is based in Astana, Kazakhstan and will follow general Kazakh Labour Law working conditions.

 

General information  
The WOAH places high value on a multicultural and positive work environment.
The WOAH is an equal opportunity employer and welcomes applications of all qualified candidates, irrespective of their ethnic origin, gender, opinions, or beliefs.
If you are interested in the position, please complete your application online at the latest by April 11, 2025.

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