Finance Assistant (Finance and Admin)

Contract

This is a LICA-4 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 4 years of experience, depending on education. More about LICA-4 contracts.

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

UNOPS Bangladesh

UNOPS has been present in Bangladesh since 2003. In 2014 UNOPS established as formal representation as a response to the UNOPS Executive Board in order to provide more substantial support to the Government of Bangladesh and other clients in the different areas focusing to Resilient Infrastructure Approach, Program & Project Management, Fund Management, Procurement, Human Resources, Financial Management emphasizing on building national capacities, improving resilience of communities with a view of contributing to the implementation of the SDGs.

Functional Responsibilities

Under the supervision of the Finance Officer the Finance and Admin Assistant will provide;

1. Finance Support
2. Operations Support

1. Finance Support - Process payment requests and ensure completeness of documentation; use of proper accounting codes; certification of services rendered/goods delivered, and duly signed by authorized officials; compliance with terms and conditions of the agreement with partners and contractors. - Create vendor profile in the ERP and update the profile when required. - Maintain and control petty cash fund and preparation of reports for replenishment. - Providing Inputs for the development of standard operational procedures. - Assist Finance Officer in various finance processes:

- Review of shared expenditure being charged to the project from various internal units.

- For the preparation of monthly expenditure monitoring reports, cash forecasts and financial updates to the Fund Board.

- For the periodic review and reconciliation of financial data to ensure the accuracy and completeness of the general ledger.

- Compilation of grant financial data.

- Compilation of information for budgeting.

- In data consolidation for requests from various UNOPS country units.

• Assist the Grant Team and the finance officer in conducting financial monitoring visits to partners that include a review of partners’ internal processes and verification of selected transactions.
• Consolidate lessons learned and best practices in Finance.

2. Operations Support

• Supports the day-to-day operations of the team.
• Information management:

- Ensure finance and grant data is kept up to date in the dashboard/database and various trackers.

- Recommend for improvement of information collection and processing that allows availability of up-to-date information.

- Maintenance of hard copy and electronic files, reference materials and confidential records as required.

• Asset management:

- Maintenance of records on asset management and preparation of reports.

- Maintenance of files and records relevant to office maintenance.

- Assist grant focal reviewing of annual grant asset reports and handling of issues like theft, lost, damaged cases.

• Support procurement cases line with the UNOPS Procurement Manual including raising requisitions, assisting in the preparation of specifications and TOR, obtaining quotations, and evaluation; preparing purchase orders, contract management and payments.
• Support travel and logistics such as UNDSS approval, booking flight tickets, and submitting TEC claims.
• Provides support with respect to protocol issues and requests for official documentation.
• Administrative support in organizing conferences, training, and workshops.

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

• Completion of Secondary School is required.
• First University Degree preferably in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
• Diploma or certification in finance or related subjects or administration is an asset.

Experience

• A minimum of 4 years of administrative, finance, or operational support experience is required.
• Demonstrated ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and/or Google Suite is required.
• Knowledge of spreadsheet and database packages is desirable.
• Experience working with the UN is desirable.

Language requirements

• Fluency in written and oral English and Bengali is required.

Contract type, level and duration

• Contract type: ICA (Individual Contractor Agreement)
• Contract level: Local ICA Support 4
• 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

• This position is open for Bangladesh Nationals ONLY.
• 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.

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.