Finance Senior Associate_OA Control and Reporting

Background Information – Myanmar

UNOPS Myanmar is one of UNOPS’ leading offices in Asia, acting as the fund manager for some of the largest development programmes in the country. In addition, UNOPS is the Principal Recipient for the Global Fund in Myanmar and for the Global Fund’s regional artemisinin-resistance initiative towards the elimination of Malaria, which works to accelerate progress toward malaria elimination in the Greater Mekong sub-region. UNOPS provides procurement, infrastructure, and project management services to a wide range of organizations in the country, including international development partners, other UN agencies and INGOs. UNOPS plays a critical role in ensuring that the quality of services provided to its partners meets stringent requirements of speed, efficiency, and cost-effectiveness.

Functional Responsibilities

Summary of Key Functions:

• Overseeing the Despatch team for operational management, monitoring and process control
• Financial oversight on transactions in the Google database system in parallel with ERP
• Ensure Operational Advances are utilized in accordance with UNOPS guidelines
• MCFU Monthly Program Reports and Performance Reports are submitted in timely manner
• Facilitation of knowledge building and knowledge sharing.

Overseeing the Despatch team for operational management, monitoring and process control

Ensure the team operation is systematic, well monitored and accountable, focusing on the client-oriented approach with the achievement of the following results:

• Regularly report the management on team performance and efficiency in the form of a regularly updated dashboard, allowing tracking of the respective team and the individual team member’s performance
• Support the team in using technical tools effectively (such as Google databases and JIRA ticketing system)
• Manage the JIRA ticketing system through registration and analysis of requests received, assign priority levels, and review pending processes assigned to the reconciliation and the payment teams
• Review the functionality of the technical tools and propose the enhancements to the administrator of the database and coordinate with other users of the system (both in Yangon and in the field) in providing technical support
• Update the guidelines and procedures in light of changing circumstances or for the purpose of complying with, streamlining and/or strengthening existing financial and budgetary procedures
• Monitor disbursements as per the work plan, expenditure levels against allotments and determine/recommend reallocation of funds when necessary
• Discussion and communication with the Programme on program delivery reports and the potential concerns that may require further review
• Dealing with IT units in Yangon and HQ, to ensure relevance of system at all times by updating and proposing changes to facilitate financial management of the projects and to enhance financial reporting
• Ensure to backup historical data of the database system regularly and as needed
• Timely reporting to Deputy Head of Finance on system failure and data error or anomalies

Financial oversight on transactions in the Google database system in parallel with ERP 

Ensure the recorded transaction are in line with financial rules and regulations focusing on the achievement of the following results:

• Transactions recorded in the databases are prepared with complete information to get ready for posting directly into ERP system, in compliance with UNOPS financial rules and regulations
• Program work plan data are well processed with proper coding system and disseminate to respective field team timely and accurately
• Identification of administrative and operational requirements; provision of guidance on guidelines for budget, work plan preparation, templates for cash/bank reconciliation and reporting, etc
• Coordinate in work plan review processes and provide necessary information, such as related activities, budget codes, account codes, program delivery, etc.
• Field operational expenses are properly submitted in the JIRA system and recorded in the database system for internal reporting purpose
• Provide support in finding audit sample vouchers and related documents

Ensure Operational Advances are utilized in accordance with UNOPS guidelines

Ensures that the issuance and the utilization of Operational Advances are in accordance with UNOPS guideline and the internal control are effective focusing on the achievement of the following results:

• Operation Advance establishment/replenishment are submitted together with complete supporting documents in the JIRA system
• Monitoring and reconciliation of Operational Advances balances between the database, field report and the oU ERP system
• Review Age Analysis report regularly to support timely reconciliation of Operational Advances and other Advance funds
• Cross checking of recorded transactions in the databases and the actual vouchers
• Maintain scan copy of reconciliation, claim vouchers and bank statements for archiving

MCFU Monthly Program Reports and Performance Reports are submitted in timely manner

• Prepare with quality assurance and submit monthly program delivery report to respective programs in timely manner
• Provide justification on discrepancy between the program delivery report and the ERP system report or project report
• Field level performance reports are properly reviewed and reconciled for monthly cash/bank monitoring and reconciliation report
• Assist in MCFU yearly budget preparation and periodic review of budget and expenditure
• Review and report on the Preventive Measures indicators to assess the financial management capacity of the counterpart staff
• Six-monthly report on project deliverable by comparing the work plan and the actual for program management support
• Other ad hoc reports for review meetings and management decision making

Knowledge building and knowledge sharing

• Organize and facilitate the capacity building training within the team and the counterpart staff on financial management, accounting policies and practices
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices
• Contribute feedback, ideas, and internal knowledge about procedures and processes and utilize productively
• As Key Business User provides financial management support in the financial management module of Enterprise system to internal clients

Education/Experience/Language requirements

Education:

• Completion of secondary school is required.
• First University Degree in Finance, Business Management, Business Administration, or equivalent disciplines is desirable but not required and may compensate for some of the required years of experience.
• Relevant certification in financial management or accounting a distinct advantage.

Experience: 

• Minimum of 7 years of relevant working experience within the areas of finance, accounting, business administration or related field is required.
• Within the required 7 years of experience, 2 years of UN experience is required.
• Knowledge of UNOPS financial rules and regulations, working knowledge of ERP is an asset.
• Experience with MS Office 2003/or newer versions, Google Suite Applications and financial management using electronic systems are required.
• Knowledge of database management, data mining, advanced excel skills would be an added advantage

Language Requirements:

• Fluency in English and Myanmar language required.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=28787