Programme Management Office Officer (Finance)

Bangkok

Organization: UNOPS - United Nations Office for Project Services
Location: Bangkok
Grade: Junior level - LICA-8, Local Individual Contractors Agreement
Occupational Groups:
- Banking and Finance
- Project and Programme Management
Closing Date: Closed

Job categories Programme Management

Vacancy code VA/2024/B5518/27697

Department/office AR, ARHC, Regional Health Cluster

Duty station Bangkok, Thailand

Contract type Local ICA Specialist

Contract level LICA Specialist-8

Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

Application period 08-Mar-2024 to 31-Mar-2024

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

Within the delegated authority framework, the incumbent is assigned all or part of the following duties which are performed according to organizational needs and structure:

Budgetary and Project Costing Support
Monitoring and Progress Controls
Financial Reporting and Control
Audit and Compliance
Knowledge Building and Knowledge Sharing

1. Ensures efficient budgetary and project costing support:

In coordination with the Programme Management Office - Senior Officer, ensure compliance with UNOPS financial rules and regulations, financial policies and procedures and that budgets and revisions are prepared in accordance with established procedures and budgetary guidelines of the funding agency; project budget re-phasing is processed accurately and timely.
Elaborate proposals for planning of financial resources of the programme and prepare reports containing analysis of the financial situation.
Coordinate the preparation of programme budget; review of budget submissions, regular analysis and reporting on the budget approvals and the delivery situation; monitoring of expenditures against budget allotments and reporting on variances.
Set up and monitor accuracy of Projects in the OneUNOPS ERP system including budgets, coding, and annexes.
Coordinate and consolidate information for budget preparation.
Prepare and process budget revisions for Program Budgets.
Ensure that the partner agreements' budget and reporting annexes are accurate and in the appropriate format.
Coordinate responses to donor and fund agent queries regarding newly submitted or reprogrammed budgets, in coordination with the Programme team and partners.
Contribute to the financial closure of completed projects.
Provide financial guidance to Program and PSM teams on the grant component managed.

2. Ensures monitoring and progress controls:

Monitoring of the status of budgetary allocations on an ongoing basis; networking with internal and external clients to strengthen budget management and take corrective actions when required.
Monitoring of expenditure levels against allotments/project budgets. Reviewing and processing of requests for budget revision as required.
Monitor financial exception reports to detect any unusual activities or transactions, and investigate any anomalies that are identified.
Manages data quality for key financial systems (GL, POs, and receipts).
Ensures accurate and timely financial reporting (reconciles PO balances, reviews accruals, and prepares payroll reports).
Maintains financial data integrity (reviews entries for completeness and accuracy).

3. Ensures effective financial reporting and control:

Prepare monthly and quarterly financial reports for donors and management.
Review consolidated cash reports from partners quarterly.
Prepare a reconciliation of cash and expenditures between UNOPS books and donor reports.
Conduct quarterly reconciliation of personnel costs.
Coordinate with relevant units and correct GL transactions incorrectly recorded in the UNOPS system.
Ensure timely and accurate recording of donor contributions and other income in the UNOPS system by identifying the appropriate HQ contact and providing necessary documentation and correspondence. Maintain organized and easily accessible records on the shared drive.
Analyze reports, conduct investigations, and prepare adjustments to ensure data accuracy.
Generate recurring, ad-hoc, and special financial reports according to specific requirements.

4. Audit and Compliance:

Audit:

Provide support to internal and external auditors during the audit process.
Contribute in providing clear and concise clarifications and responses to queries and observations raised by both internal and external auditors.
In collaboration with the Programme Management Office - Senior Officer, review and analyze audit findings and recommendations.
Stay up-to-date on relevant financial regulations and reporting requirements.

Compliance:

Evaluate and verify the SRs/IPs financial reports, ensuring SRs/IPs only incur and report eligible expenditures with proper prior approvals.
Evaluate SRs/IPs' compliance with internal procedures, agreements, regulations, and funding requirements, ensuring comprehensive and consistent supporting documentation.
Support SRs/IPs in establishing and maintaining effective internal controls and reporting systems that satisfy UNOPS and Global Fund requirements.
Monitor SRs/IPs' risk management systems to mitigate donor fund misuse and ensure effective internal controls prevent and detect fraud.
Verify and monitor the accuracy of SRs/IPs' financial statements and vouchers.
Liaise with program officers and conduct necessary project visits to obtain certified documents verifying activity completion, expenditures, and vendor identities.
Identify and assess compliance risks by doing a compliance review at the partner level.
Prepare reports on compliance activities.
Maintain compliance documentation.

5. Knowledge building and knowledge sharing:

Collaborate with Program and PSM units to enhance the quality of their financial transactions, including identifying and addressing any errors or inconsistencies.
Assist in organizing, facilitating, and delivering training and learning initiatives for personnel and partners on finance-related topics as requested by the supervisor.
Synthesis of lessons learned and best practices in finance and reporting.
Communication with colleagues/clients in areas requiring verification, corrections, additional information, etc. to improve the quality of output and account submission and increase the knowledge base.
Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.

Education/Experience/Language requirements

Education:

Advanced university degree (Master’s degree or equivalent), preferably in Finance, Business Administration, Public Administration, Economics or a related field is required.
A first-level university degree (Bachelor’s degree or equivalent) in combination with an additional two (2) years of relevant professional experience in finance, accounting, business administration, or other finance-related field may be accepted in place of an advanced university degree.

Experience:

A minimum of one (1) year of relevant professional experience in finance, accounting, business administration, or other finance-related field with an advanced university degree (Master's degree or equivalent) is required.
Proficiency in MS Office is required.

Experience in auditing or compliance is desirable.
Familiarity with Google Workspace (G Suite applications) is an asset.
Familiarity with ERP systems and other financial management software is desirable.
Experience working with UNOPS, UN or other humanitarian/development agencies is an asset.

Language Requirement: