Finance Associate

Contract

This is a LICA-6 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 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development. UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information – Philippines Established in 2016, UNOPS Philippines provides expert support to ensure sustainable project management, procurement and infrastructure activities in projects. With funds from the European Union (EU), UNOPS supports the Supreme Court, the Department of Justice, and the Department of the Interior and Local Government under the Governance in Justice (GOJUST) Programme (GOJUST2) through procurement, logistics, and grants management to push forward the justice reform agenda of the Philippine government through innovations and interventions; as well as providing grants to civil society organisations to improve access to justice of marginalised groups. In the Support to the Bangsamoro Transition (SUBATRA) Programme, UNOPS is working with the Bangsamoro Autonomous Region of Muslim Mindanao (BARMM) Government strengthening capacities of the executive, legislative and judicial branches to ensure a smooth transition, also with funds from the EU.

In the health sector, UNOPS works with the Korean International Cooperation Agency (KOICA) for the construction of health facilities in Eastern Samar, and with the DOH / ADB in the HEAL project (Health System Enhancement to Address and Limit COVID-19).

The UNOPS Philippines Office is part of the UNOPS Cambodia Multi-Country Officer (KHMCO), which provides oversight, support and services to UNOPS operations in the country offices.

UNOPS Philippines is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio of projects and programs in the infrastructure, logistics management, procurement in health, rule of law, and governance sectors and subsequently is looking for qualified and committed experts.

Background Information - Job-specific Support to the Bangsamoro Transition (SUBATRA) Programme, the Action, is a 5-year programme funded by the European Union to contribute to a smooth and timely undertaking of the transition, through capacity building of the three branches of the Bangsamoro Government. This will promote an enabling good governance environment and support the efficient implementation of policies set up by the transition plan, with a focus on capacities that are critical for a sound functioning of interim institutions. These include: capacity of the BTA’s executive branch superstructure to drive and coordinate key transitional policies; capacity of the Parliament to exercise its law making and oversight functions; capacity of the Justice System to adjudicate litigations and improve access to justice, and capacity of the civil society to contribute to a peaceful transition to the Bangsamoro Autonomous Region for Muslim Mindanao (BARMM).

The Action supports the institutional components of the peace process set out by the Framework Agreement on the Bangsamoro, Bangsamoro Comprehensive Agreement and their implementing arrangements as well as BOL’s art. XVI provisions on the transition, through an integrated approach combining institution building and capacity building of core Bangsamoro democratic governance institutions, to efficiently undertake the transition, including post-transition.

UNOPS is one of the implementing partners of the SUBATRA Programme under Indirect Management and will be responsible for the provision of logistical and administrative support, which may include the organization of training, workshops, seminars and study tours; procurement of goods and services; infrastructure; and communication and visibility.

Under the direct supervision of the functional supervisor who reports to the Head of Support Services, the Finance Associate will provide financial and administrative support to the timely processing, recording, monitoring, and maintaining if financial transactions and accounts relating to payments and receipts in accordance with UNOPS’ financial rules, regulations, policies, and processes.

Functional Responsibilities

Summary of Key Functions:1. Administration of budgets and cost-recovery system 2. Accounting, Payments and Administrative Support 3. Office cash management 4. Knowledge building and Knowledge sharing.

1. Administration of budgets and cost-recovery system Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results: - Preparation and modifications of budgets for projects, - Presentation of researched information for planning and status of office’s financial resources - Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management. - Preparation of cost sharing allocations shared between projects , follow up on contributions within the office’s resource mobilization efforts. - Periodically track and report on the projections and performance of the recoveries of Locally Managed Direct Costs (LMDC).

2. Project Accounting, Payments and Administrative Support Accounting and Payments functions focusing on achievement of the following results:

• Proper control of the supporting documents for payments and financial reports for projects; preparation of all types of vouchers; Pay Cycle and payments execution.
• As an alternative to the Finance DoA holder, review of payment requests for completeness prior to processing, ensuring that documentation needed is complete and that all required procedures are fulfilled to enable the payment.
• Liaise with the Project Management Office on tracking and reporting on annual targets, cash flows and other KPIs.
• Proper receipt of goods, services, and establishment of accruals.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, timely corrective actions on unposted voucher taken, including those with budget check errors, match exceptions and unapproved vouchers; transactions are correctly recorded and posted; travel claims, MPOs and other entitlements are duly processed
• Review of payment requests including supporting documents against the annual work plan.
• Assist in proper closure of projects and refund of unspent balances to donors from the financial accounting side.
• Timely response to HQ and to the KHMCO requests to resolve financial data issues.
• Timely corrective actions on erroneous data in the Enterprise system. Preparation of financial reports as required.
• Ensures effective and efficient provision of logistics and asset management support services and in compliance with UNOPS rules, regulations, policies and strategies.
• Preparation of vouchers for projects.

For Roving Positions outside ERP systems: - Administer project advances, reconciliations, and replenishments, under authorized approvals as follows - Liaise with the Project Manager and conduct necessary project visits to obtain all certified documents evidencing the completion of an activity, incurring of expenditure and identity of the party/vendor; - Verify and monitor the accuracy of the statements and work plan compliance to provide replenishment of project funds. - Collect all certified supporting documents, signatures, names and other particulars of the beneficiaries in receipt claims / reimbursements; - Undertake required recording of transactions - Reconcile the available balance of funds with the balance shown in the register; - Where authorized, replenish funds upon receipt of relevant original documents and other evidence, and performing a reconciliation of the figures, beneficiaries, work plan and budget; - Ensure settlement of the balance of cash in hand.

3. Office cash management - Effect of petty cash and operational advances after submission of the reconciliation and settlement of the previous advances.

4. Knowledge building and knowledge sharing - Organize, facilitate and/or deliver training and learning initiatives for personnel on finance-related topics. - Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources. - Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively. - As Key Business User provides financial management support in the financial management module of Enterprise system to internal clients.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above) 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

• Completion of secondary/high school is required.
• CPA, first University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
• A Bachelor or Masters would be an asset and may substitute for some of the required years of experience.
• Relevant certification in financial management or accounting is an advantage.

Experience

• Minimum of 6 years of relevant working experience within the areas of finance, accounting, business administration or related field is required.
• Knowledge of UNOPS financial rules and regulations is an asset.
• Working knowledge of ERP is desired.
• Fully proficient computer skills in either Microsoft (Word, Excel and PowerPoint) or Google Workspace (Docs, Sheets, Slides) are desired.
• Some experience in UN system organizations is desirable.

Languages

Fluency in both written and spoken English and Tagalog is desired.

Contract type, level and duration

• Contract type: Local Individual Contract Agreement (LICA)
• Contract level: LICA 6 / ICS 6
• Contract duration: Open-ended

• Duty station: Manila, Philippines. Manila is a family duty station.

  This is a local position, so only Philippine nationality is eligible to apply. 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

• 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
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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.