Finance Assistant - UN Web Buy Plus/ BSSC

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

UN Web Buy

The UN Web Buy team (UNWB) is part of UNOPS Shared Services Centre (SSC), which provides policy advice, operational support, and transactional services to UNOPS offices, and is responsible for the administrative support to HQ and Copenhagen-based personnel.

UN Web Buy (unwebbuyplus.org) is UNOPS e-commerce solution for the humanitarian and development sector. Through UN Web Buy, partners can access UNOPS procurement services for selected commodities based on Long Term Agreements. The platform went through a complete redesign in 2017 and is constantly being updated with new functionality.

The UN Web Buy team is responsible for the UN Web Buy service and for the development and maintenance of the system. The UN Web Buy operations team is based in Copenhagen and Bangkok, from where it provides global procurement services through the UN Web Buy platform.

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. 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.

*This is a local position based in Thailand, therefore either a Thai nationality or a valid work permit for Thailand (not linked to the current employment) is required.

Functional Responsibilities

1. Ensures implementation of operational strategies and procedures, focusing on achievement of the following results: - Full compliance of financial processes and financial records with UNOPS rules, regulations, policies and strategies

2. Provides accounting and administrative support, focusing on achievement of the following results: - Verify that the application of processed funds is matched and completed, transactions are correctly recorded, and posted in oneUNOPs. - Follow up with field offices, donors, and other United Nations agencies to gather any additional information necessary for identifying and applying pending deposits to the designated project. - Support the preparation of lists of pending and incoming fund reports following standard operating procedures. - Maintain and update the list of pending and incoming funds for all UNOPS bank accounts daily. - Coordinate with focal points in UNOPS offices to identify and apply incoming funds to appropriate cost distributions. - Timely attend to routine inquiries related to project contributions and accounts receivables. - Support the initiation of the Request for Payment (RFP) with the indicated purchase order (PO), receipt, and amount on the invoice corresponding to the PO. - Assist and respond to the bank reconciliation team if any inquiries are related to accounts receivable transactions. - Collaborate with the insurance team to record medical insurance reimbursements. - Monitor the payment inbox, follow up with supplier payments, and inform the case officer/ UN Webbuy. - Check the completeness of supplier documents submitted for payment in Web Buy. - Process vendor information modifications - Support case officers for supplier prepayments upon receipt of instructions. - Assist case officers in refunds and claim cases, checking the accounts receivable for claim refunds. - Monitor the shared mailbox and forward emails to relevant case officers for action. - Raise and send invoices in the UN Web Buy Plus platform to the client for payment. - Raise the invoice on the centralized receivable tool for advance and deferred paying clients. - Follow up on client payments and inform UN Web Buy case officers of their action in case of a delay. - Reconciliation of the UN Web Buy cases and adjustments or refund requests based on the reconciliation report. - Support posting insurance (Willis) to multiple UNOPS projects based on the certified report finalized by IPAS-Procurement. - Approve / reject UN Web BUy registration requests for new users based on existing SOP

3. Ensures facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results: - Participation in the Finance-focused trainings - Contributions to knowledge networks and communities of practice

Impact of Results:

The key results have an impact on the overall execution of the UNOPS financial services. Accurate data entry and presentation of financial information and a client-oriented approach enhances UNOPS’ capability to effectively and efficiently manage financial resources.

Education/Experience/Language requirements

Education:

• Completion of secondary school or equivalent.
• A bachelor's or Masters degree is desirable but not required and may substitute for some of the required years of work experience

• Specialized training in finance is desirable

  Experience:

• With a high school diploma, four years of relevant accounting and financial experience at national level is required

• Experience in the usage of computers and knowledge of google sheets and database packages is desirable

• Experience in handling of web-based management systems is desirable

  Language:

• Fluency in written and oral English is required

• Fluency of the language of the duty station required
• Knowledge of the second UN working language is desirable

*This is a local position based in Thailand, therefore either a Thai nationality or a valid work permit for Thailand (not linked to the current employment) is required.

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. 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.

Contract type, level and duration

• Contract type: ICA
• 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 Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• 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 (around 4 hours) in your own time, before providing services to UNOPS
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.

Recruitment/internship in UNOPS is contingent on the results of such checks.