Finance Senior Officer (Finance & Admin)

Contract

This is a LICA Specialist-9 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 2 years of experience, depending on education. More about LICA Specialist-9 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 - Job-specific

Background Information - UNOPS Thailand Multi-Country Office

The Thailand Multi Country Office (THMCO), established in 2017, supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. With its head office in Bangkok, the Hub comprises three main business units: THMCO Thailand, THMCO Indonesia and the THMCO Pacific Operations Cluster.

The THMCO Pacific Operations Cluster, established in early 2018, was formed to support the implementation of infrastructure design, procurement, construction of infrastructure, training, programme management, and facilitate access to funding sources across 12 Pacific Small Islands Developing States (PSIDS), including: Palau; Federated States of Micronesia; Marshall Islands; Nauru; Kiribati; Papua New Guinea; Solomon Islands; Tuvalu; Vanuatu; Fiji; Tonga; Western Samoa.

THMCO is recruiting for the position of Finance Senior Officer (Finance and Administration) based in Papua New Guinea (PNG). Reporting to the Head of Support Services, who is based in Thailand and provides general guidance and supervision, the Finance Senior Officer supports the Project Managers (PMs) for projects being implemented in PNG in monitoring and managing all aspects of project finance at the local level and coordinates the provision of efficient and effective support services for assigned projects. S/He works in close collaboration within the MCO Support Services Unit’s (SSU) heads of Business Stream (business streams include Finance & Admin, Procurement, and HR) and seeks guidance on technical and policy matters from the same as well as other practice authorities/entities in UNOPS.

Functional Responsibilities

Summary of functions:

• Project budgeting and cost recovery
• Project financial monitoring
• Financial analysis and client reporting
• Project financial closure
• General administration
• Finance and Admin knowledge management and support

Project budgeting and cost recovery

• In consultation with the relevant Project Managers (PMs), prepare Engagement budgets and projects budget as per UNOPS Financial Rules and Regulation, cost recovery guidelines and the valid agreement with respective partners
• Support engagement amendments, review budget submissions and assist to get the budgets approved
• Support the implementation of Work Packages within the projects as and when required
• In consultation with the PMs and relevant stakeholders, assist in preparing amendments of Agreements and Budget revisions and initiate corrective actions when necessary
• Review and update of guidelines, procedures in light of changing circumstances or for the purpose of complying, streamlining and/or strengthening of existing financial and budgetary controls

Project financial monitoring

• Support the Project Managers in monitoring financial performance including budget, delivery, revenue, cost recovery, cash flow and engagement additions against annual and year-to-date (YTD) targets
• Monitor recorded expenditures and related contributions to ensure timely and accurate accounting
• Monitor project cash against signed agreements with the partners and follow up for due payments
• Monitor project commitment and expenditures against signed budget and project cash
• Alert the Project Manager or any financial shortfalls and over-expenditures
• Reconcile project expenditure/revenues as recorded in the General Ledger on a regular basis
• Reconcile expenditure reported from financial dashboard
• Review and confirm appropriateness of operational transactions processed as per applicable policies, regulations, rules and guidelines
• Report project financial performance status to the PMs regularly
• Liaise with the Project Management Office (PMO), the SSU’s Finance Business Stream and the Oversight and Reporting Business Streamon on various aspects related to project finance.

Financial analysis and client reporting

• Conduct regular analysis of projects financial data and report status to the PM for necessary action
• Ensure all the engagements are updated upon changes requested by partners
• Maintain all supporting project financial documents for audit and review processes
• Ensure project data entered in UNOPS ERP (Enterprise Resource Planning) system are accurate
• Coordinate with the SSU Finance Business Stream for cost recovery posting and regular monitoring of portfolio performance.
• Prepare budget forecast, regular financial reports as per project agreement and ad-hoc reports as requested.
• Assist in the implementation of reporting system and reports to meet funding source requirement
• Prepare periodic financial reports to funding source and partners in compliance with established reporting requirements
• Maintain records of project files and other supporting documents

Project financial closure

• Assist the Project Managers in the preparation of project completion reports and ensure compliance with contractual obligations
• Assist in proper closure (operational and financial) of projects and settlement of balances with funding source/Partner
• Where appointed, act as Engagement Closure Manager for assigned projects and ensure that projects that come on an end are closed in a timely manner and reflect correct closure status in oneUNOPS
• Collaborate with relevant entities within the MCO, the Regional Office and UNOPS HQ to senure timely and efficient closure of assigned projects.

General administration

• Coordinate activities of the assigned Admin team in PNG to ensure that premises, utilities, supplies, travel, assets, etc are managed in a professional manner, in compliance with UNOPS rule, regulations and policies, and in accordance with the THMCO’s Standard Operating Procedures (SOPs)
• Lead and manage the assigned Admin team
• Manage the provision of ICT support to the main office and all projects in PNG
• Ensure provision of efficient, effective and responsive Support Services to the main office in PNG as well as the assigned projects

Finance and Admin knowledge management and support

• Support the documentation of requirements from donor agreements in regards to budgeting, cash flow, cost recovery, accounting, reporting,management of assets/premises/utilities/travel/ICT support, and project closure.
• Support the collection, documentation and maintenance of finance knowledge in the new UNOPS knowledge management platform in areas of expertise.
• Prepare notes, guidelines, and replies relating to or arising from implementation of project finance procedures.
• Support SSU leadership and management on other financial and general admin matters as 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. 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:

• Advanced university degree (Master's or equivalent) in Business Management, Business Administration, Finance, Accounting, or other related field in combination with two (2) years of relevant experience is required
• A first-level university degree in combination with two (2) additional years of relevant experience may be considered in lieu of a Master's degree.

Experience:

• Minimum of two (2) years of relevant experience in combination with a first relevant university degree
• Relevant experience is defined as experience in accounting and/or financial management in a reputable organization
• Experience in Procurement and/or any of the sections in General Administration is desired
• Experience in an international organization is desired
• Prior supervisory experience would be an asset
• Prior experience in the UN common system in the relevant fields (Finance and General Admin) is a distinct advantage

Language: - Fluency in English is required.

Contract type, level and duration

Contract type: ICA Contract level: Local ICA Specialist Contract duration: 9 months, renewable 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

The position is based in a non-family duty station.

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.