Finance Officer (Supplier Approval)

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
- 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 direct supervision of the Team Lead for BSSC Finance and Accounting Team, the Finance Officer will oversee the Supplier Approval Team ensuring operational efficiency while promoting a client-oriented approach consistent with UNOPS rules and regulations.

Functional Responsibilities

Summary of Key Functions

Implementation of operational strategies and procedures
Supplier Management
Data entry support and approval of supplier profiles
Team Management
Knowledge Building and Sharing

1. Ensures administration and implementation of operational strategies, adapts 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 related to supplier approval; implementation of effective internal controls.
Elaboration of the content of Process Quality Management System (PQMS) for Supplier Management in consultation with direct supervisor, IPAS and the policy owner.

2. Implementation of efficient supplier management towards achievement of the following:

Implementation of new standard operating procedures (SOPs) for supplier review in light of changing circumstances or for the purpose of complying, streamlining and/or strengthening of existing supplier management procedures.
Extract, analyze and process closing and cleanup reports periodically or as requested by the direct supervisor for maintaining data quality on the supplier database.
Collaboration in the system improvement of the UNOPS supplier registration/update and review system, with the Information Technology Group, ensuring relevance of the system at all times by updating and proposing changes to facilitate improved automation.

3. Provides data entry support and approval of supplier profiles, focusing on achievement of the following results:

Collaboration with field offices and HQ/corporate units in the review process of supplier profiles.
Ensuring proper review of supplier profiles based on received submission of registration form, supporting documents and data entry on UNOPS ERP system.
Maintenance of proper record keeping/filing system for supplier registration/update in compliance with UNOPS document retention policy.
Maintenance and update of verified international and local fund transfer requirements between UNOPS banks and beneficiary banks, ensuring that supplier bank records are reviewed/approved based on fund transfer requirements.
Assistance in investigating and resolving payment issues related to supplier data.
Assistance in ad hoc request (e.g. Supplier Batch upload, Supplier Data Report) as requested by either the office manager, team manager or direct supervisor.
Advice, remedial actions, or solutions to supplier requesters and project teams on supplier registration issues.

4. Ensures effective Team Management, focusing on achievement of following results:

Supervise the supplier approval team, ensuring adequate resource/absence 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.
Support the recruitment and on-boarding of new team members.

5. Provides knowledge building and knowledge sharing, focusing on achievement of the following results:

Organize, facilitate and/or deliver training and learning initiatives for personnel on supplier management related topics.
Contribute to supplier management knowledge networks and communities of practice by providing collaborative synthesis of lessons learnt and dissemination of best practices in supplier management.
Collect feedback, ideas, and internal knowledge about processes and best practices and utilize 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 be considered as a substitute for 2 years of work experience.

Experience:

A minimum of two (2) years of relevant experience in Finance or Procurement with responsibility for providing transactional services 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.