Finance Associate (Finance/Administration)

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 – Lao PDR Country Office

Established in 2017 but with a portfolio tracing back in 2007, UNOPS Lao PDR provides expert support to ensure sustainable project management, procurement and infrastructure activities in projects. With funding from various Governments (such as the Russian Federation, Japan, the United States, Korea or Luxembourg) and the Global Fund, UNOPS supports the line Ministries of Lao PDR in the Health, Rule of Law and Tourism sectors.

The UNOPS Lao PDR 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 KHMCO is in the process of expanding its area of engagement in partnership with different development partners, focusing mainly on a portfolio of projects and programs in the infrastructure and environmental sectors, as well as continuing with the provision of transactional services (HR and Procurement services).

Project Information: The project consists of the rehabilitation of the Mittaphab hospital in Vientiane, capital of Lao PDR. By providing support to the Government, the project will contribute to enhancing the healthcare system of Lao PDR. With the overarching aim of rehabilitating the Mittaphab Hospital to ensure that quality health care to patients can be provided, the project scope consists of: - Coordination with the Ministry of Health and the hospital to validate the feasibility study completed in 2019; - Design, procure and execute the rehabilitation works; - Procurement and installation of medical equipment to properly equip the rehabilitated services; - Design and implementation of a capacity building programme comprising Hospital Management, Hygiene, Waste Management, Infection Prevention and Maintenance Training.

This project is being funded by the Russian Federation, represented by the Embassy of the Russian Federation in Lao PDR with an overall budget of ~13M USD and a duration of 5 years. The client is the Ministry of Health of the Government of Lao PDR and more specifically the Mittaphab Hospital as final user. The project team includes a Senior Project Manager, Project Management Support Officer, Construction Manager, Biomedical Engineers, Procurement Officer and Associate, Project Management Support Associate for the capacity building component, an Admin and Finance Associate and a Driver.

Background Information – Job Specific Under the direct supervision of the Senior Project Manager, the Finance Associate (Finance/Administration) (will provide financial and administrative support services, covering specialized and non-specialized processes and transactions for discrete work areas in administration and logistics, ensuring efficient, client oriented and effective service delivery. The incumbent will provide support for the timely processing, recording, monitoring, and maintaining of financial transactions and accounts relating to payments and receipts in accordance with UNOPS’ financial rules, regulations, policies, and processes.

The Finance Associate (Finance/Administration) promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

Functional Responsibilities

1. Administration of budgets and cost-recovery system
2. Accounting, Payments, Payroll
3. Office cash management
4. Management Support
5. Team Management
6. Logistics, Asset Management Services
7. 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 modification 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.

2. Accounting. Payments, Payroll Accounting, Payments, Payroll 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.
• 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; payrolls are duly prepared and processed; travel claims, MPOs and other entitlements are duly processed
• Review of payment requests including supporting documents against the annual work plan.
• Timely accounts closure
• Timely response to HQ requests to resolve financial data issues.
• Timely corrective actions on erroneous data in Enterprise system. Preparation of financial reports as required.
• Maintenance of the Accounts Receivables for projects and follow-up with partners on contributions, deposits creation in the Enterprise system and their application to pending items.
• Timely reimbursements, payments of costs by the Government
• Preparation of vouchers for projects.

3.Office cash management

• Alternate to the supervising Senior Finance Personnel for timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
• Alternate to the supervising Senior Finance Personnel for daily review of zero-balance account bank statements in Enterprise system to monitor imprest level; identification and recording of contributions.
• Timely and accurate preparation of bank reconciliations.
• Alternate to the supervising Senior Finance Personnel for timely preparation of monthly cash flow forecasts for use by Operations Manager/ Finance Analyst. Liaison with clients to obtain estimates of their cash requirement.
• Initiation of bank transfers and deals in the Enterprise system.
• Creation of bank transfers (replenishment), deals and bank reconciliation processing.
• Processing of operational Advances after submission of the reconciliation and settlement of the previous advances.

4. Management Support

• Coordinate individual work areas and coach personnel in execution of standard office transactions, processes and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies and strategies and knowledge of the work areas.
• Implement the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures.
• Administer inventory control, supervising proper issuance of inventory items and supplies.
• Review travel authorizations, documentation and payments
• Compile data and research information for planning of financial resources / administrative budget for administrative services.

5. Team Management

• Facilitate the engagement and provision of high quality results and services of the team through effective work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.

6. Logistics, Asset Management Services

• Ensure effective and efficient provision of logistics and asset management support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies, covering:
• Oversee implementation of logistics system in accordance with UNOPS logistical procedures
• Coordinate and supervise processes and services in shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, building / facilities / space management, office supplies.
• Coordinate supply and asset management services and physical verification of inventory items ensuring timely preparation and submission of periodic inventory reports
• Oversee protocol matters, ensuring efficient delivery of client services, including registration of staff and host government authorizations.
• Manage liaison and coordination with local authorities on authorizations / privileges and immunities for UNOPS personnel, office space and other administrative matters.
• Compile information on administrative services provided for cost-recovery bills.
• Possibly supervise transportation services including client service, regular vehicle maintenance, insurance, and monitoring of consumption.
• Ensure prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
• Supervise external contractors for transportation services, including client service and processing of invoices.

7. Knowledge Building and Knowledge Sharing

• Organize, facilitate and/or deliver training and learning initiatives for personnel on Administration related topics.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in human resources.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively for lessons learnt and dissemination of best practices in human resources management.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.

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. - CPA or first University Degree (bachelor) in Finance, Accounting, Business Administration, Public Administration, or equivalent disciplines would be an asset but is not a requirement and may substitute for some of the required years of work experience. - Relevant certification in financial management or accounting a distinct advantage.

Experience - Minimum of 6 years of relevant working experience (or less depending on academic credentials) within the areas of finance, accounting, business administration or related field is required. - Knowledge of UNOPS financial rules and regulations is desirable. - Proficiency in computers and G Suite is desirable - Experience in handling web-based management systems is an advantage. - Experience in use of Enterprise systems is desirable. - Some experience in UN system organizations is an asset.

Language Requirements - Fluency in English is desired.

Contract type, level and duration

• Contract type: Local Individual Contract Agreement (LICA)
• Contract level: LICA 6 / ICS 6
• Contract duration: On-going and subject to organizational requirements, availability of funds, and satisfactory performance

• Duty station: Vientiane, Lao PDR. Vientiane is a family duty station.

  This is a local position, so only Laotian 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

• 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
• 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.