Background Information - Job-specific
UNOPS Thailand
UNOPS team in Thailand supports, develops and oversees the UNOPS portfolio of projects in Southeast Asia and the Pacific.
Located in Bangkok, the team supports UN agencies, international non-governmental organizations, and governments throughout the region. We provide a range of services, including human resources (HR), financial management, procurement and project implementation services.
UNOPS Thailand delivers large-scale and high volume transactional HR services on behalf of global partners.
To best serve partners' needs, our team utilizes standardized and unified systems and processes to ensure the highest quality of services and cost-effectiveness for partners. Under the direct supervision of the Finance Office and overall direction of the Program Management Office Advisor, the Finance Senior Assistant will execute assigned Finance and Administration tasks
Functional Responsibilities
Under the direct supervision of the Finance Officer and in close collaboration with the Grant Analyst, the Finance Senior Assistant (Finance and Admin) will provide financial, administrative, and operational support to ensure effective and efficient implementation of the Fund’s financial and administrative activities. The incumbent will be responsible for processing financial transactions, maintaining financial records, supporting grant financial monitoring, and assisting with administrative and operational tasks in compliance with UNOPS policies and procedures. Functional Responsibilities
1. Financial Support
Process payment requests, ensuring completeness of documentation, use of proper accounting codes, certification of services rendered/goods delivered, and compliance with agreements with implementing partners and contractors.
Conduct screening of grantees, grantees’ key personnel, and vendors against applicable sanction lists.
Create and update vendor profiles in the ERP system as required.
Maintain and control petty cash funds, ensuring accurate documentation and timely replenishment.
Reconcile travel costs from the General Ledger with travel records and prepare journal adjustment entries (GLJE) as needed.
Monitor purchase order balances and perform periodic certification of PO balances.
Track fund balance sheet accounts on a monthly basis and report discrepancies.
Compile data for financial updates to the Fund Board.
Maintain up-to-date grant financial data and monitor the grant financial dashboard.
Prepare and process operational advance (OA) requests, replenishments, and closures while ensuring compliance with OA policy.
Provide support in implementing partner (IP) audit coordination and prepare IP audit letters.
Assist the Finance Officer with various financial processes, including:
Review of shared expenditure from internal units.
Preparation of monthly expenditure monitoring reports, cash forecasts, and financial updates.
Periodic review and reconciliation of financial data to ensure accuracy and completeness.
Compilation of information for budgeting and data consolidation requests from country units.
Support financial monitoring visits to partners, including review of partners’ internal processes and verification of selected transactions.
Support consolidation and dissemination of lessons learned and best practices in finance. 2. Operations and Administrative Support
Provide day-to-day operational and administrative support to the finance and grant teams.
Maintain and update finance and grant data dashboards, databases, and trackers.
Support the development and maintenance of data management and reporting tools.
Recommend and support implement improvements to information collection and processing for efficient data management.
Maintain hard copy and electronic files, reference materials, and confidential records as required. 3. Asset and Procurement Activities
Maintain records on asset management, prepare reports, and support periodic verification of the Fund’s assets.
Assist in the review of annual grant asset reports and handling of asset-related issues such as theft, loss, and damage.
Support procurement activities in compliance with the UNOPS Procurement Manual, including raising requisitions and assisting in the preparation of specifications and Terms of Reference, obtaining quotations, evaluating bids, preparing purchase orders, and managing contracts and payment, updating and maintaining the procurement tracker, etc. 4. Travel and Event Management Support
Serve as the Travel Focal Point for the Fund:
Process approved travel requests, including ticket bookings, travel authorizations (TADA), and travel claims.
Coordinate with IPAS Travel Focal to resolve travel-related issues.
Develop and maintain a travel tracker for reconciliation and reporting purposes.
Provide support with protocol issues and official documentation requests.
Handle logistical and administrative aspects of organizing conferences, training sessions, and workshops.
Manage administrative processes for retainers working with the fund, including record-keeping and processing payments. Impact of Results
The effective and successful achievement of results by the Finance Senior Assistant directly impact on the compliant execution of Finance and Administrative processes in JPF and the efficient and effective performance within it. These promote the credibility of the organization as an effective service provider in project services and management 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
Contract type: ICA
Contract level: LICA5, ICS5
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance
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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.