Programme Management Office Associate

<!–

Description

–>

• 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: 
• Implementation of operational strategies
• Budgetary and project costing support
• Monitoring and Progress Controls
• Financial reporting and control
• Accounting and administrative support 
• Facilitation of knowledge building and knowledge sharing

• 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.

• 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

• 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.

• 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

• 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.      

• 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.

• 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. 

• 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.

• Full knowledge of English and Thai language is essential.

<!—

<!–

–>