Tasks and Responsibilities
- Handle Payment Request Forms (PRFs), which include supplier invoices, consultant payments, and outstanding invoices (such as for translators and interpreters), ensuring they are matched with purchase orders or forwarded to the appropriate accounts as per the budget holder’s instructions. Ensure PRFs comply with FAO Rules and Regulations and verify banking instructions for accuracy to enable smooth payment processing.
- Process entitlement-related invoices for staff, such as salary advances, rental advances, and settling-in grants, ensuring the calculations are correct and in compliance with applicable rules and regulations.
- Review and authorize various invoices processed by others within the limits of delegated authority.
- Investigate transaction errors, take corrective actions, reconcile accounts, and ensure accuracy and completeness.
- Review and release terminal emoluments and held salaries in a timely manner.
- Process accounting adjustments for invoices that have been paid.
- Oversee the clearance procedures to ensure all necessary documentation is complete and compliant.
- Verify that all calculations, budget codes, and procedures are accurate and in line with the established guidelines.
- Manage Electronic Fund Transfer (EFT) payment batches, ensuring that transactions are reviewed, errors are addressed, corrective actions are taken, and payments are routed correctly.
- Track returned payments, investigate and correct banking instructions, and generate repayment invoices where necessary.
- Act as a liaison with FAO’s corporate bank for resolving any payment-related issues.
- Create and manage payment batches and send requests for Agency Services to UNDP offices.
- Follow up regularly on invoices that have been deselected or rejected during the payment process to resolve any issues.
- Actively contribute to system improvement initiatives.
- Respond to inquiries related to invoice processing via Service Now and Teams.
- Report any irregularities or discrepancies in compliance with existing regulations regarding unauthorized expenditures or insufficient documentation to justify payment to the supervisor.
- Consistently follow up on aged accounts payable (AP) items.
- Process cancellations for international travel invoices as needed.
- Assist in the creation of Standard Operating Procedures (SOPs).
- Participate in projects related to system improvements.
- Perform other related duties as required.
Minimum Requirements
- Secondary school education or equivalent.
- At least one year of relevant experience in finance or accounting.
- Proficient in English (Level C).
- Must be a Hungarian national or a resident with a valid work permit in the country.
FAO Core Competencies
- Focus on Results
- Collaboration and Teamwork
- Strong Communication Skills
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
- Familiarity with communication and documentation standards.
- Knowledge of another FAO official language (Arabic, Chinese, Russian, or Spanish) is desirable.
- Proficient in MS Office applications and Oracle ERP or similar ERP systems.