Programme Management Office Associate Finance

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Job Description

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:

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
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.

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

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.

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

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.

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.

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.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=27313#3

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Programme Management Office Associate Finance

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