Programme Management Office Associate (Finance)

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

• 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.

• 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 recording 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

• 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.

• 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

• 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

• 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.