Job Position : Designated Billing Officer
Location : Brussels, Belgium
A. Designated Billing Officer Functions :
The Jobholder initiates the tracking of vendor payments, reimbursement requests, and voucher payment requests within the Financial Management Center’s (FMC) various voucher tracking systems.
Is the lead point of contact for all invoice submissions received by the Vouchering Unit and is responsible for resolving payment rejections and / or seeking clarification as necessary from internal and external customers.
Solves invoicing issues directly with the vendor and makes sure that new invoices or credit notes are issued as necessary.
Reviews invoices / reimbursements submitted for completeness and determines whether the voucher can be routed to the Voucher Examiner for processing.
Makes sure all supporting documents and approvals are available.
Maintains a log of all vouchers sent to PSU (Post Support Unit) and responds to any questions.
Matches vouchers to supporting documents, completes distribution to respective agencies, and files them.
Handles official VAT claim issues / concerns and any follow-up queries and actions as they pertain to the Financial Management Center.
B. Vouchering Support :
Provides general office administrative-type duties to the Vouchering Unit such as keeping office files and records orderly and in accordance with record retention policies.
Handles general inquiries for the Vouchering Unit by phone or email as necessary.
Serves as back-up timekeeper for the section.
Maintains the Accounts Receivable Database based on information received from different sections and follows up on all receivables, such as language training, outstanding travel advances, parking, personal telephone bills, medical claims, etc, in order to ensure collections are received in a timely basis.
Sends regular reminders to customers to collect the debt.
Reports to the Financial Management Officer (FMO) on the status of the A / R, consolidates A / R documentation (cases) for review, and recommends receivables that should be written off.
C. Other Duties :
Performs special projects or duties as required by the FMO and / or the Supervisory Voucher Examiner.
Qualifications and Evaluations :
Education : Completion of Secondary / High School.
Requirements : EXPERIENCE :
Minimum one year of work in a financial or administrative function.
Speaking / Reading / Writing : Level 4 in English and level 4 in French or Dutch is required.
SKILLS AND ABILITIES :
Must be proficient in office applications such as MS Outlook, Excel, PowerPoint, etc.
Ability to communicate orally and in writing with external (contractors) and internal customers.
Good interpersonal skills.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation or gender identity.