Finance and Administrative Associate (Parental Leave Cover) at United Nations Office for Project Services
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Location:
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Salary:negotiable / YEAR
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Job type:FULL_TIME
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Posted:2 months ago
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Category:Administration, Budget and Accounting, Finance
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Deadline:25/08/2024
JOB DESCRIPTION
ABOUT THE COMPANY:
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world.
The UNOPS Bangkok Shared Service Centre (BSSC) is a Shared Services Centre (SSC) unit established for the purpose of providing internal, global, cost-effective transactional services which enhance the operational capacity of UNOPS and standardize systems and procedures.
The BSSC, among other functions, carries out high-quality transactional services within the area of personnel contract administration and payroll.
For young professionals, a job within UNOPS BSSC offers the opportunity to enter the United Nations system via crucial back office service delivery in an engaging and development-focused work environment as part of a dynamic and effective UN entity.
BSSC jobs offer a platform of learning and exposure to UNOPS’ operations and the greater UN system.
Under the Finance Officer’s guidance and supervision, the Finance and Administrative Associate reviews and approves travel-related payments.
The incumbent will work closely and collaborate with UNOPS travelers, travel organizers, budget owners and the policy owner. She/he is expected to promote a client-oriented approach consistent with UNOPS rules and regulations.
In addition, the incumbent will also be maintaining and updating rates on the system as well as prepare reports based upon the request of the Finance Officer.
Summary of Key Functions:
- Implementation of operational strategies
- Administrative support
- Monitoring and progress control
- Knowledge building and knowledge sharing
1.
Ensures implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:
- Compliance with UNOPS Travel Rules and Policy.
- Compliance with UNOPS documentation retention policy.
- Elaboration of internal Standard Operating Procedures (SOPs) content from an operational perspective, in consultation with the direct supervisor and office management.
- Contributes/provides feedback on future system improvements for further efficiency gains.
- Timely review and approval of travel related vouchers and supporting documentation for accuracy and completeness.
2.
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Provides administrative support, focusing on achievement of the following results:
- Assists in processing non-standard travel payments and supporting documentation for completeness, accuracy, compliance with UNOPS Financial Rules and Regulations, and travel related policy.
- Prepares recurring, ad-hoc or special travel payment reports as requested by supervisor.
- Prepares statistical reports on workflow/processes as requested by supervisor.
- Maintains and updates the DSA rates as per ICSC website on the Travel Authorization and DSA Automation (TADA) tool.
- Assists BSSC Management in providing clarification and response to queries and observations of auditors (both internal and external).
- Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
- Provides oversight, ensuring compliance by team members with existing policies and best practices.
- Participates and supports future recruitment of new travel members.
- Contributes in the performance appraisal of team members.
- Assists in training/onboarding new team members.
3.
Ensures effective monitoring and progress control focusing on achievement of the following results:
- Establishes a solid working relationship between the team and its key stakeholders.
- Manages communications and ensures that stakeholders are aware of the remittance and accounts receivables team’s activities, deadlines for request submission and updates on policies and procedures.
4.
Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
- Organizes, facilitates and/or delivers training and learning initiatives for personnel on travel payment related topics.
- Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices.
- Provides of training session to colleagues based on requests from BSSC Management and direct supervisor.
- Prepares knowledge-sharing materials and templates used by the team.
- Shares knowledge with travelers, travel organizers, budget owners and policy owners on areas requiring verification, corrections, additional information, to improve quality of output.
Impact of Results:
The effective and successful achievement of results by the Finance and Administrative Associate directly affects the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme.
Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in supporting services and management.
This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.
| 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. Advertisement
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:
- Secondary Education with specialized certification in Accounting and Finance.
- A BA or MA degree would be an asset and may substitute some of the required years of work experience, but is not a requirement.
Experience:
- 6 years of progressively responsible finance or administration experience, prefereably at the national or international level, is required.
- Experience in the usage of computers and office software packages (GSuite) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems is desirable.
Language Requirements:
- Fluency in written and oral English required.
- Knowledge of a second UN working language is desirable.
Contract type: Local Individual Contractor Agreement
Contract level: LICA-6
Contract duration: 6 months
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
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- 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.
- The position is stationed in Bangkok, Thailand, which is a family duty station.
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.
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