Programme Management Office Officer (Finance)

Job categories Programme Management
Vacancy code VA/2024/B5518/27697
Department/office APR, ARHC, Regional Health Cluster
Duty station Bangkok, Thailand
Contract type Local ICA Specialist
Contract level LICA Specialist-8
Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.
Application period 08-Mar-2024 to 31-Mar-2024


Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

This vacancy is closed.
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Background information - Asia Regional Health Cluster

The Asia Regional Health Cluster (ARHC) was established in 2018 for efficient delivery of grants and funds management, and the provision of quality pharmaceuticals and medical equipment.  The ARHC aims to significantly impact the targets of UN Sustainable Development Goal #3 on good health and well-being by expanding the population benefitting from UNOPS-managed health-related engagements across the Asia Region.

The ARHC portfolio manages the Principal Recipient (PR) Programme of the Global Fund in Asia. The Global Fund, which has been providing financial support to the Greater Mekong Sub-Region for malaria programs since 2003, has selected UNOPS as a PR, responsible for delivering the targets set out in the grant agreements, in collaboration with selected Sub-Recipients (SRs) from the National Programmes, international and local non-governmental organizations and United Nations agencies. 
Background Information - Job-specific

UNOPS is the Principal Recipient managing the RAI4E grant (2024-2026) established by Global Fund in 2023, providing USD 186 million for malaria elimination activities in the Greater Mekong Subregion, plus USD134 million 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 (2021-2025) under the RAI3E grant.

The Programme Management Office Officer, under the direct supervision of the Programme Management Office (PRMO) – Senior Officer and the technical guidance of the Programme Management Office (PRMO) - Specialist, works closely with operations, programme, and partners on budgeting, reporting, and delivering operational and financial information. This position is also responsible for evaluating and enhancing the internal control system of Sub-recipients / Implementing Partners.
Functional Responsibilities

Within the delegated authority framework, the incumbent is assigned all or part of the following duties which are performed according to organizational needs and structure: 

  1. Budgetary and Project Costing Support

  2. Monitoring and Progress Controls

  3. Financial Reporting and Control

  4. Audit and Compliance

  5. Knowledge Building and Knowledge Sharing


1. Ensures efficient budgetary and project costing support:

  • In coordination with the Programme Management Office - Senior Officer, ensure compliance with UNOPS financial rules and regulations, financial policies and procedures and that budgets and revisions are prepared in accordance with established procedures and budgetary guidelines of the funding agency; project budget re-phasing is processed accurately and timely.

  • Elaborate proposals for planning of financial resources of the programme and prepare reports containing analysis of the financial situation.

  • Coordinate the preparation of programme budget; review of budget submissions, regular analysis and reporting on the budget approvals and the delivery situation; monitoring of expenditures against budget allotments and reporting on variances.

  • Set up and monitor accuracy of Projects in the OneUNOPS ERP system including budgets, coding, and annexes.

  • Coordinate and consolidate information for budget preparation.

  • Prepare and process budget revisions for Program Budgets.

  • Ensure that the partner agreements' budget and reporting annexes are accurate and in the appropriate format.  

  • Coordinate responses to donor and fund agent queries regarding newly submitted or reprogrammed budgets, in coordination with the Programme team and partners.

  • Contribute to the financial closure of completed projects.

  • Provide financial guidance to Program and PSM teams on the grant component managed.

2. Ensures monitoring and progress controls:

  • Monitoring of the status of budgetary allocations on an ongoing basis; networking with internal and external clients to strengthen budget management and take corrective actions when required.

  • Monitoring of expenditure levels against allotments/project budgets. Reviewing and processing of requests for budget revision as required.

  • Monitor financial exception reports to detect any unusual activities or transactions, and investigate any anomalies that are identified.

  • Manages data quality for key financial systems (GL, POs, and receipts).

  • Ensures accurate and timely financial reporting (reconciles PO balances, reviews accruals, and prepares payroll reports).

  • Maintains financial data integrity (reviews entries for completeness and accuracy).

3. Ensures effective financial reporting and control:

  • Prepare monthly and quarterly financial reports for donors and management.

  • Review consolidated cash reports from partners quarterly.

  • Prepare a reconciliation of cash and expenditures between UNOPS books and donor reports.

  • Conduct quarterly reconciliation of personnel costs.

  • Coordinate with relevant units and correct GL transactions incorrectly recorded in the UNOPS system.

  • Ensure timely and accurate recording of donor contributions and other income in the UNOPS system by identifying the appropriate HQ contact and providing necessary documentation and correspondence. Maintain organized and easily accessible records on the shared drive.

  • Analyze reports, conduct investigations, and prepare adjustments to ensure data accuracy.

  • Generate recurring, ad-hoc, and special financial reports according to specific requirements. 

4. Audit and Compliance:

Audit:

  • Provide support to internal and external auditors during the audit process.

  • Contribute in providing clear and concise clarifications and responses to queries and observations raised by both internal and external auditors.  

  • In collaboration with the Programme Management Office - Senior Officer, review and analyze audit findings and recommendations.

  • Stay up-to-date on relevant financial regulations and reporting requirements.

Compliance:

  • Evaluate and verify the SRs/IPs financial reports, ensuring SRs/IPs only incur and report eligible expenditures with proper prior approvals.

  • Evaluate SRs/IPs' compliance with internal procedures, agreements, regulations, and funding requirements, ensuring comprehensive and consistent supporting documentation.

  • Support SRs/IPs in establishing and maintaining effective internal controls and reporting systems that satisfy UNOPS and Global Fund requirements.

  • Monitor SRs/IPs' risk management systems to mitigate donor fund misuse and ensure effective internal controls prevent and detect fraud.

  • Verify and monitor the accuracy of SRs/IPs' financial statements and vouchers.

  • Liaise with program officers and conduct necessary project visits to obtain certified documents verifying activity completion, expenditures, and vendor identities.

  • Identify and assess compliance risks by doing a compliance review at the partner level.

  • Prepare reports on compliance activities.

  • Maintain compliance documentation.

5. Knowledge building and knowledge sharing:

  • Collaborate with Program and PSM units to enhance the quality of their financial transactions, including identifying and addressing any errors or inconsistencies.

  • Assist in organizing, facilitating, and delivering training and learning initiatives for personnel and partners on finance-related topics as requested by the supervisor.

  • Synthesis of lessons learned and best practices in finance and reporting.

  • Communication with colleagues/clients in areas requiring verification, corrections, additional information, etc. to improve the quality of output and account submission and increase the knowledge base.  

  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.
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:

  • Advanced university degree (Master’s degree or equivalent), preferably in Finance, Business Administration, Public Administration, Economics or a related field is required.

  • A first-level university degree (Bachelor’s degree or equivalent) in combination with an additional two (2) years of relevant professional experience in finance, accounting, business administration, or other finance-related field may be accepted in place of an advanced university degree.

Experience:
  • A minimum of one (1) year of relevant professional experience in finance, accounting, business administration, or other finance-related field with an advanced university degree (Master's degree or equivalent) is required.
  • Proficiency in MS Office is required.

  • Experience in auditing or compliance is desirable.

  • Familiarity with Google Workspace (G Suite applications) is an asset.

  • Familiarity with ERP systems and other financial management software is desirable.

  • Experience working with UNOPS, UN or other humanitarian/development agencies is an asset.

Language Requirement:
  • Full knowledge of English and Thai language is essential.
Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA)
Contract level: LICA-8
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.


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 
Additional Information

  • 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.

  • This 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.
This vacancy is closed.
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