Finance & Administrative Assistant (For Thai National Only)

Finance & Economy Leadership

Overview

Assist in programme finance services and ensure transparent utilization of financial resources.

You have:

• Completion of secondary education is required.
• University degree (or equivalent) in Accounting, Finance, Business Administration or related field is an asset.
• 4 years of progressively responsible experience in finance, administration or programme support is required at the national or international level.
• Proficiency in using computers and standard office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages.
• Experience in handling of web based management systems required.
• Fluency in English and Thai is required.
• Knowledge of the other UN working knowledge is an asset.

Contract

This is a SB-2 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-2 contracts.

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Through the Regional Office for Asia and the Pacific (ROAP) in Bangkok and a number of country and multi-country offices as well as programme presences across the region, UN Women builds on a long history of support to governments, civil society and other actors to promote gender equality and empower all women and girls. We stand behind women’s equal participation in all aspects of life, focusing on five priority areas: addressing gender perspectives in intergovernmental processes; women’s political participation and leadership; enhancing women’s economic empowerment; ending violence against women and girls; and promoting women’s participation in peace and security and humanitarian action.

Under the overall guidance and direct supervision of the Finance Associate, the Finance & Administrative Assistant is responsible for helping ensure the provision and the execution of programme finance services and the effective and transparent utilization of financial resources including the integrity of financial and administrative services. The incumbent promotes a client-oriented approach consistent with UN Women rules and regulations.

The Finance & Administrative Assistant works in close collaboration with the Programme and Operations teams in the Regional Offices and Country Offices to resolve programme, financial-related issues, and to ensure consistent service delivery.

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Through the Regional Office for Asia and the Pacific (ROAP) in Bangkok and a number of country and multi-country offices as well as programme presences across the region, UN Women builds on a long history of support to governments, civil society and other actors to promote gender equality and empower all women and girls. We stand behind women’s equal participation in all aspects of life, focusing on five priority areas: addressing gender perspectives in intergovernmental processes; women’s political participation and leadership; enhancing women’s economic empowerment; ending violence against women and girls; and promoting women’s participation in peace and security and humanitarian action.

Under the overall guidance and direct supervision of the Finance Associate, the Finance & Administrative Assistant is responsible for helping ensure the provision and the execution of programme finance services and the effective and transparent utilization of financial resources including the integrity of financial and administrative services. The incumbent promotes a client-oriented approach consistent with UN Women rules and regulations.

The Finance & Administrative Assistant works in close collaboration with the Programme and Operations teams in the Regional Offices and Country Offices to resolve programme, financial-related issues, and to ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

• Support implementation of Finance Services i.e., Payments and Financial Transactions
• Support travel related payment and perform ‘Travel Processor’ function.
• Support in review supplier profile and submit to supplier approver.
• Support review of Partner Advance and Liquidation
• Support review adjustment request from Regional Office and Country Offices in the region

Support implementation of Finance Services i.e., Payments and Financial Transactions

• Timely and accurate payments with full compliance with UN Women rules & regulations.
• Maintenance of the internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in Quantum; travel claims, and other entitlements are duly processed.
• Timely corrections and adjustments for accounting entries relating to works under responsibilities, when required.
• Review expense adjustment requests from regional office and Country Offices in the AP region prior to obtaining approval.
• Proper control of the supporting documents for payments and financial reports to projects; preparation of all types of invoices.
• Management of Cash receipts. Money received are timely recorded and deposited to UNDP Bank.
• Maintenance of the proper filing system for finance records and documents.
• Other works as assigned.

Provision of Administrative and logistical support

• Submission of documents to UNDP for VAT exempt certificate submission to MOFA, review and follow up pending VAT exempt certificates.
• Review of Supplier profile in Quantum prior to obtaining approval.
• Act as “Travel processor” to Review the correctness of travel request and travel claim in UNALL with full supporting document based on UN Women travel policy. Monitoring of Travel claim submission and ensuring the settlement/and refund is done timely.

Support to Cash Advance to UN Women - Implementing Partners (IPs)

• Processing of IP Advances to NGOs, Government Partners, and UN Agencies, in accordance with UN Women On request proper and timely processing of IP advances to NGOs, Government partners and UN Agencies, in accordance with UN Women policy and internal control framework.
• Guidance to IP partners on request for the preparation of Financial Reports/FACE forms in accordance with UN Women procedures.

• Review of Financial reports (FACE) received and their supporting documents.

• Tracking of outstanding advances and prompt follow up of overdue Financial Reports (FACE) and ageing items.

• Control of the supporting documents for payments and financial reports (FACE); preparation of relevant invoices i.e., payment invoices and adjustments when necessary.
• Maintain auditable records of all expenditure reviewed against source documents by Implementing Partner and project.
• Provision of information and data as requested by auditors including project audits.

Facilitation of knowledge building and knowledge sharing, and guidance to all stakeholders on financial matters

• Handling ad hoc inquiries on payments and other financial transactions.
• Provision of necessary administrative support for effective knowledge management and sharing within the Unit
• Facilitate organization of training for the Operations/Project/Programme Staff on financial management.
• Training to colleagues in UN Women and Implementing Partners on procedure and practices related to “Financial Transaction & Management”.
• Contribution to lessons learned and best practices in programme finance, in support of knowledge networks and communities of practice.

Impact of Results

The key results have an impact on effective operational management and implementation of programs. Accurate analysis and presentation of information enhances UN Women’s position as a strong development partner. The information provided facilitates decision making of the management.

Competencies

CORE VALUES / GUIDING PRINCIPLES

• Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
• Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
• Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

CORE COMPETENCIES

• Ethics and Values: Demonstrate and safeguard ethics and integrity
• Organizational Awareness: Demonstrate corporate knowledge and sound judgment

• Development and Innovation: Take charge of self-development and take initiative

• Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds

• Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication
• Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others
• Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
• Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge
• Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making

FUNCTIONAL COMPETENCIES

• Thorough knowledge of financial rules and regulations and accounting principles.
• Excellent knowledge and application skills of IT tools and management systems.
• Ability to provide input to business processes re-engineering, implementation of new systems.
• Good analytical skills and results orientation.
• Client oriented approach to work.
• Skills to manage relationships and communicate.

Required Skills and Experience

Recruitment Qualifications

Education:

• Completion of secondary education is required. University degree (or equivalent) in Accounting, Finance, Business Administration or related field is an asset.

Experience:

• 4 years of progressively responsible experience in finance, administration or programme support is required at the national or international level.
• Proficiency in using computers and standard office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages
• Experience in handling of web based management systems required.
• Experience in using Oracle, or ERP accounting system is an asset.
• Work experience in the UN system is an advantage.

Language Requirements:

• Fluency in English and Thai is required
• Knowledge of the other UN working knowledge is an asset.

Application:

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from Application and recruitment process | About us: Careers at UN Women | UN Women – Headquarters Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality, and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Inclusion Statement:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits employ, trains, compensates and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: jobs.undp.org