Programme Management Office Associate (Finance)

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 - Asia Regional Health Cluster

The Asia Regional Health Cluster (ARHC) was established in 2018 for efficient delivery of Global Fund grants implementation, technical assistance of health initiatives and programmes, and the provision of quality pharmaceuticals and health products in the Asia Region of UNOPS. The ARHC aims to significantly impact the targets of UN Sustainable Development Goal 3 on good health and well-being, by expanding the population benefitting from UNOPS-managed health-related engagements across the Asia Region.

The ARHC portfolio manages the Principal Recipient (PR) Programme of the Global Fund to fight AIDS, Tuberculosis and Malaria (Global Fund) in Asia, currently with grants in Cambodia, Lao, Myanmar, Thailand and Vietnam. UNOPS as a PR, is responsible for delivering the targets set out in the grant agreements in collaboration with selected sub-recipients from the National Programmes, local and international non-governmental organizations (NGOs), academic and private sector institutions and UN agencies.

Background Information - Job-specific

UNOPS is the Principal Recipient managing the RAI4E grant (2024-2026) established by Global Fund in 2023, providing USD186million for malaria elimination activities in the Greater Mekong Subregion, plus USD134million for TB and HIV activities in Myanmar (2024-2026). In addition UNOPS PR received USD108 Million for responding to the covid crisis (C19RM budget) in the (2021-2025) under the RAI3E grant. Under the overall supervision of the Programme Director and the direct supervision of the Programme Management Office (PRMO) – Senior Officer, the Programme Management Office Associate works in close collaboration with operations, programme and partners for budgeting, reporting and operational or financial information delivery and will be focused in priority to the C19RM response.

Functional Responsibilities

Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties which are performed according to organizational needs and structure:

1. Implementation of operational strategies
2. Budgetary and project costing support
3. Monitoring and Progress Controls
4. Financial reporting and control
5. Accounting and administrative support

6. Facilitation of knowledge building and knowledge sharing

7. Ensures administration and implementation of operational strategies and adapts processes and procedures:

- Full compliance with UNOPS rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system. - Adapt processes and procedures for budget and Financial reporting in line with UNOPS Financial Rules and Regulations and best practice in Fund Management.

2. Ensures efficient budgetary and project costing support:

- Prepare budgets in compliance with donor requirements and UNOPS Financial regulations and rules, organizational Directives (ODs) and Administrative Instructions (AIs). - Set up the new Projects in the system including creating a new project structure and ensure that all the approved budgets are uploaded in the system. - Assign the relevant budget coding for the individual budget line for all budgets to enable recording properly in the system. - Information gathering for budget preparation. - Preparation and processing of budget revisions for Program Budgets. - Ensure that the relevant budget and reporting annexes for partner agreements are correct. - Ensure that all annexes are accurate and in the correct format. - Assist in providing response and feedback relating to the donor and fund agent queries for newly submitted or reprogrammed budget in coordination with Programme team and partner - Assist with the financial closure of completed projects

3. Ensures monitoring and progress controls:

- Monitoring of financial exception reports for unusual activities, transactions and investigation of any anomalies. - Ensure that data quality of General Ledger, Purchase Orders and Receipts (pending GLJEs, correct use PO currency, receipt clean up, Purchase Order balance clean up) are continually monitored. - Review PO balance report and prepare PO Cleansing report on quarterly basis to make sure all PO balances to be truly outstanding obligations by coordinating with the respective units. - Review Receipt Accrual Report for projects on monthly basis and coordinate and communicate with respective units for timely processing of Receipt in the system. - Preparation of payroll reconciliations reports for staff and necessary adjustment in the system. - Review of finance data and supporting documentation for completeness, accuracy, and correctness of account entries.

4. Ensures effective financial reporting and control:

- Preparation of Periodic Financial Report and ad-hoc reports as required by donor. - Review quarterly consolidated partner cash reports. - Preparation Cash and Expenditure reconciliation between UNOPS books and donor reports. - Periodic review and cleansing of Financial data in oneUNOPS (UNOPS Financial and Accounting Software). - Preparation of Monthly Management Project Reports - Quarterly Personal Cost reconciliation

5. Accounting and Administrative Support:

• Coordinate and inform the respective unit to correct the GL transactions which are not properly recorded in the UNOPS system.
• Work with other units (Program, PSM) to correct or improve the quality of their financial transactions.
• Assist in providing clarification and response to queries and observations of auditors (both internal and external).
• Identify and contact HQ to record donor contributions / other income in the UNOPS system Ensure that documents and relevant correspondence are well organized and maintained in the share-drive.
• Analysis of reports, investigation and preparation of adjustment as required.
• Preparation of recurring, ad-hoc or special financial reports as required.

6. Knowledge building and knowledge sharing:

• Training of colleagues and partners upon request from the supervisor.
• Synthesis of lessons learnt and best practices in finance and reporting.
• Communication with colleagues/clients on areas requiring verification, corrections, additional information, etc. to improve quality of output and/or account submission and increase knowledge base in the process.
• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
• Assist in developing/updating/maintaining the internal dashboard and other tools
• Assist in organizing, facilitating and/or delivering training and learning initiatives for personnel and partners on finance related topics;
• Guide the team’s collection of feedback, ideas, and internal knowledge about processes and best practices and utilize productively;
• Assist in reviewing internal Standard Operating Procedures (SOPs) for Programme Support Unit and conduct regular monitoring of proper implementation of SOPs
• Provide backup support to Myanmar and Cambodia offices.

Impact of Results

The effective and successful achievement of results by the Programme Management Office Associate directly impacts the efficient and effective management of financial resources in projects and Programme, demonstrating UNOPS’ effective stewardship of donor and partner funds. These promote the credibility of the organization as an effective service provider in project services and management.

Education/Experience/Language requirements

Education

• Completion of secondary school is required.
• A university degree in finance, accounting, business administration or related area would be an asset.
• Relevant certification in financial management or accounting is an advantage.

Experience

• Minimum 6 years of relevant work experience within the areas of finance, accounting, business administration or other finance related field is required.
• Knowledge of UNOPS financial rules and regulations is an asset.
• Experience with MS Office 2010 or newer versions is required.
• Experience with G Suite is an asset.
• Experience working with ERP and using financial management electronic systems is desired
• Some experience in UN system organizations is desirable.

Language Requirements

• Full knowledge of English and Thai language is essential.

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.

Contract type, level and duration

Contract type: ICA Contract level: LICA6, ICS6 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

This position is open for Thailand Nationals Only.

Additional Information

• 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.