Finance Officer (Payment Factory)

Bangkok

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

Background Information - BSSC

The UNOPS Bangkok Shared Service Centre (BSSC) is a Shared Services Centre (SSC) unit established for the purpose of providing internal, global, cost-effective transactional services which enhance the operational capacity of UNOPS and standardize systems and procedures. The BSSC, among other functions, carries out high-quality transactional services within the area of personnel contract administration and payroll.

For young professionals, a job within UNOPS BSSC offers the opportunity to enter the United Nations system via crucial back office service delivery in an engaging and development-focused work environment as part of a dynamic and effective UN entity. BSSC jobs offer a platform of learning and exposure to UNOPS' operations and the greater UN system.

Background Information - Job-specific

Under the BSSC Finance Manager's guidance and supervision, the Finance officer oversees the newly established BSSC Payment factory and promotes a client-oriented approach consistent with UNOPS rules and regulations. The incumbent will closely work and collaborate with Programme, Project and Support Services colleagues in the local office as well as with the UNOPS HQ colleagues to exchange information and ensure accurate and consistent service delivery.

Functional Responsibilities

Summary of Key Functions

Implementation of operational strategies and procedures
Control of Accounts and Payments
Cash Management and Treasury
Monitor payment requests and inquiries
Team Management
Knowledge Building and Sharing

1. Ensures administration and implementation of operational strategies, adapt processes and procedures focusing on achievement of the following results:

Full compliance with UN/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.
Elaboration of the content of the Process Quality Management System (PQMS) for Payment Management in consultation with the direct supervisor, IPAS and the policy owner.
Monitors the Transactional Functions Team’s services and makes recommendations for changes in policies, systems and procedures to ensure services are aligned with changing business needs and objectives

Works closely with the Finance Manager and clients/users to ensure efficient implementation of the processes

Ensures the delivery of the required services as per the agreed deadlines and initiate corrective actions where necessary

2. Accounts and payments: Ensures and is accountable for key elements of the following:

Analysis and elaboration of proposals for the internal expenditures’ control system, which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ERP; payrolls are duly processed; travel claims and other entitlements are duly processed.
Ensuring proper maintenance of the field financial accounts; preparation of financial records, statements and reports as required or approval of the work of subordinates; coordination of field replies to internal and external audit queries;
Ensuring proper receipt, management, safeguarding and disbursement of payments handled by the field; review, modification, initiation and implementation of internal control procedures in coordination with Headquarters;
Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions;
Manages timely review of the payments to create the batch and file for approval in the TMS (treasury management system) platform.

Monitors, communicates, and coordinates with system and bank focal points, ensuring the timely processing of payments

Coordinates with and assigns payment inquiries submitted on BSSC’s payment inquiries service desk

Provides the team performance reports based on management requests
Supports the payment factory team members with their daily tasks and issues.
Ensures that the remittance adheres to its service level agreement (SLAs)

3. Cash management and treasury: Provides substantive review, contributions, and support towards achieving the following:

Organization and oversight of cash management processes, including liquidity management, recommendation of replenishment level, risk assessment, and bank relationship management.
Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements.
Establishment of efficient local banking arrangements and compliance with local financial and banking regulations
Discussion and communication with the project support colleagues on the savings or potential concerns that may require further review.

4. Ensures monitoring and progress control payment requests and inquiries focusing on the achievement of the following results:

Establishes a solid working relationship between the team and its key stakeholders
Manages communications and ensures that stakeholders are aware of the remittance and accounts receivables team’s activities, deadlines for request submission and updates on policies and procedures.

Support in the request of pay recipient changes for an approved request for payment
Review and approve the request for batch cancellation of remitted payment
Ensure the accuracy of StoneX payment and complete the process in a timely manner
Review and approve the ACH return payment
Monitor the rejections and returns have been acknowledged, and actions are taken appropriately

Provide knowledge and findings for inquiries related to the remittance process
Direct non-related inquiries sent to BSSC's payment inquiries service desk to the respective team

5. Team Management

Facilitate the engagement and provision of high-quality results and services of the team supervised through effective performance management, coaching, and promotion of learning and development.
Provide oversight, ensuring compliance by team members with existing policies and best practices

6. Knowledge building and knowledge sharing.

Organize, facilitate and/or deliver training and learning initiatives for personnel on Finance related topics.
Contribute to Financial management knowledge networks and communities of practice by providing a collaborative synthesis of lessons learnt and dissemination of best practices in financial management.
Collect feedback, ideas, and internal knowledge about processes and best practices and utilise them productively.

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.

Education/Experience/Language requirements

Education:

A first-level university degree (e.g. Bachelor) in Finance, Accounting or related fields is required. An advanced university degree (e.g. Masters) may reduced the required years of experience.

Experience:

A minimum of two (2) years of relevant experience in Finance or Accounting with responsibility for project accounting and preparation of financial statements in an international organization is required.
Knowledge of UNOPS financial rules and regulations; working knowledge of ERP (particularly Agresso) is desirable.
Proficiency in computers and office software packages (e.g. MS Office and Google Suite) and experience in handling web-based management systems is desirable.

Language Requirements:

Full knowledge of the working language is essential (English).
Knowledge of another official UNOPS language is an asset.

Contract type, level and duration

Contract type: Local Individual Contractor Agreement Contract level: LICA-8
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

Additional Information

Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
This position is based in Bangkok, Thailand which is a family duty station.

Terms and Conditions

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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.