By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

Programme Management Office Associate (Finance)

Bangkok (Thailand)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Bangkok (Thailand)
  • Grade: LICA-6, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Banking and Finance
    • Project and Programme Management
  • Closing Date: 2020-12-08

Click "SAVE JOB" to save this job description for later.

Sign up for free to be able to save this job for later.

Background Information - Job-specific

Background Information – Asia Regional Health Cluster

The Asia Regional Health Cluster (ARHC) was established in 2018 for efficient delivery of grants and funds management, and the provision of quality pharmaceuticals and medical equipment.  The ARHC aims to significantly impact the targets of UN Sustainable Development Goal #3 on good health and well being by expanding the population benefitting from UNOPS-managed health-related engagements across the Asia Region. The ARHC portfolio manages the Principal Recipient (PR) Programme of the Global Fund in Asia. The Global Fund, which has been providing financial support to the Greater Mekong Sub-Region for malaria programs since 2003, has selected UNOPS as a PR, responsible for delivering the targets set out in the grant agreements, in collaboration with selected Sub-Recipients (SRs) from the National Programmes, international and local non-governmental organizations and United Nations agencies.

Background Information – Job Specific

UNOPS is the Principal Recipient managing the RAI2E grant (2018-2020) established by Global Fund in 2018, providing USD244million for malaria elimination activities in the Greater Mekong Subregion, plus USD154million for TB and HIV activities in Myanmar (2018-2020). Under the overall supervision of the Programme Director and the direct supervision of the Programme Management Office Advisor, the Programme Management Office Associate works in close collaboration with operations, programme and partners for budgeting, reporting and operational or financial information delivery.

Functional Responsibilities

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

  2. Budgetary and project costing support

  3. Monitoring and Progress Controls

  4. Financial reporting and control

  5. Accounting and administrative support 

  6. Facilitation of knowledge building and knowledge sharing



1. Ensures administration and implementation of operational strategies and adapts processes and procedures:
  • Full compliance with UNOPS rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.

  • Adapt processes and procedures for budget and Financial reporting in line with UNOPS Financial Rules and Regulations and best practice in Fund Management.

2. Ensures efficient budgetary and project costing support:
  • Prepare budgets in compliance with donor requirements and UNOPS Financial regulations and rules, organizational Directives (ODs) and Administrative Instructions (AIs).

  • Set up the new Projects in the system including creating a new project structure and ensure that all the approved budgets are uploaded in the system.

  • Assign the relevant budget coding for the individual budget line for all budgets to enable to record properly in the system.

  • Information gathering for budget preparation.

  • Preparation and processing of budget revisions for Program Budgets.

  • Ensure that the relevant budget and reporting annexes for partner agreements are correct.  

  • Ensure that all annexes are accurate and in the correct format.

  • Assist in providing response and feedback relating to the donor and fund agent queries for newly submitted or reprogrammed budget in coordination with Programme team and partner

  • Assist with the financial closure of completed projects


3. Ensures monitoring and progress controls:
  • Monitoring of financial exception reports for unusual activities, transactions and investigation of any anomalies.

  • Ensure that data quality of General Ledger, Purchase Orders and Receipts (pending GLJEs, correct use PO currency, receipt clean up, Purchase Order balance clean up) are continually monitored.

  • Review PO balance report and prepare PO Cleansing report on quarterly basis to make sure all PO balances to be truly outstanding obligations by coordinating with the respective units.

  • Review Receipt Accrual Report for projects on monthly basis and coordinate and communicate with respective units for timely processing of Receipt in the system.

  • Preparation of payroll reconciliations reports for staff and necessary adjustment in the system.

  • Review of finance data and supporting documentation for completeness, accuracy, and correctness of account entries.


4. Ensures effective financial reporting and control:
  • Preparation of Periodic Financial Report and ad-hoc reports as required by donor.

  • Review quarterly consolidated partner cash reports.

  • Preparation Cash and Expenditure reconciliation between UNOPS books and donor reports.

  • Periodic review and cleansing of Financial data in oneUNOPS (UNOPS Financial and Accounting Software).

  • Preparation of Monthly Management Project Reports 

  • Quarterly Personal Cost reconciliation




5. Accounting and Administrative Support:

  • Coordinate and inform the respective unit to correct the GL transactions which are not properly recorded in the UNOPS system.

  • Work with other units (Program, PSM) to correct or improve the quality of their financial transactions. 

  • Assist in providing clarification and response to queries and observations of auditors (both internal and external).   

  • Identify and contact HQ to record donor contributions / other income in the UNOPS system Ensure that documents and relevant correspondence are well organized and maintained in the share-drive.

  • Analysis of reports, investigation and preparation of adjustment as required.

  • Preparation of recurring, ad-hoc or special financial reports as required.      

6.   Knowledge building and knowledge sharing:

  • Training of colleagues and partners upon request from the supervisor.

  • Synthesis of lessons learnt and best practices in finance and reporting.

  • Communication with colleagues/clients on areas requiring verification, corrections, additional information, etc. to improve quality of output and/or account submission and increase knowledge base in the process.  

  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

  • Assist in developing/updating/maintaining the internal dashboard and other tools

  • Assist in organizing, facilitating and/or delivering training and learning initiatives for personnel and partners on finance related topics;

  • Guide the team’s collection of feedback, ideas, and internal knowledge about processes and best practices and utilize productively;

  • Assist in reviewing internal Standard Operating Procedures (SOPs) for Programme Support Unit and conduct regular monitoring of proper implementation of SOPs

  • Provide backup support to Myanmar and Cambodia offices.

Impact of Results 

The effective and successful achievement of results by the Programme Management Office Associate directly impacts the efficient and effective management of financial resources in projects and Programme, demonstrating UNOPS’ effective stewardship of donor and partner funds. These promote the credibility of the organization as an effective service provider in project services and management. 

Education/Experience/Language requirements

Education

  • Completion of secondary school is required. 

  • A university degree in finance, accounting, business administration or related area would be an asset.

  • Relevant certification in financial management or accounting is an advantage. 


Experience

  • Minimum 6 years of relevant work experience within the areas of finance, accounting, business administration or other finance related field is required.

  • Knowledge of UNOPS financial rules and regulations is an asset.

  • Experience with MS Office 2010 or newer versions is required.

  • Experience with G Suite is an asset.

  • Experience working with ERP and using financial management electronic systems is desired

  • Some experience in UN system organizations is desirable.


Language Requirements

  • Full knowledge of English and Thai language is essential.

Contract type, level and duration

Contract type: ICA

Contract level: Local ICA Support LICA-6
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.


We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply

What does it mean?

Click "SAVE JOB" to save this job description for later.

Sign up for free to be able to save this job for later.