Support Services Associate (Finance and Admin)

Background - Thailand Multi-Country Office (THMCO)

The Thailand Multi-Country Office (THMCO), established in 2017, supports, develops and oversees the UNOPS portfolio of projects in South East Asia and the Pacific. With its head office in Bangkok, the Multi-Country Office comprises three main business units: THMCO Thailand, THMCO Indonesia,  THMCO Pacific Operations Cluster, THMCO Papua New Guinea and, THMCO China. 

Background - THMCO  Papua New Guinea

The THMCO Pacific Cluster, established in early 2018, was formed to support the implementation of infrastructure design, procurement, construction of infrastructure, training, programme management, and facilitate access to funding sources across 12 Pacific Small Islands Developing States (PSIDS), including: Palau; Federated States of Micronesia; Marshall Islands; Nauru; Kiribati; Papua New Guinea; Solomon Islands; Tuvalu; Vanuatu; Fiji; Tonga; Western Samoa. 

The interim PNG Project Office was established in August 2020. The Project Office is currently overseeing the implementation of five key projects; two DFAT projects related to access to clean energy; two World Bank projects related to procurement and an EU WASH project in partnership with UNICEF.

The office is located in the same building as the majority of UN Agencies. In addition to the Country Manager, there are three Project Managers and other specialist and support personnel based in the Country. The staffing contingent is expected to grow over the next few months to implement the current projects as well as pipeline engagements that are expected to materialize over the next few months and in 2022. 

Background - Job Specific

Reporting to the Finance and Admin Senior Officer (Support Services Senior Officer who is located at the duty station), the Support Services Associate provides support to the UNOPS operations in Papua New Guinea with a specific focus on General Administration and Finance. The incumbent supervises junior support services personnel who may include Support Services Assistants and Drivers.  The Associate promotes a client, quality and results-oriented approach, ensuring utilization of office resources in a most cost-effective manner.

The Associate may be assigned specific tasks by Managers of other business streams within the Support Services function in the multi-country office MCO), and liaises with support services personnel in the country as well as other locations within the MCO. The incumbent may liaise with specialized units at UNOPS at HQ as well as project and other colleagues in the country.

Functions/Key Results Expected

Summary of key results:

1. Finance

2. General Administration

3. Team Management

4. Knowledge Building and Knowledge Sharing

Duties and Responsibilities:
1. Finance

• Compilation and proper control of the supporting documents for payments and financial reports for projects; preparation of all types of vouchers.

• Proper receipting of goods, services, and establishment of accruals.

• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, timely corrective actions on unposted voucher taken, including those with budget check errors, match exceptions and unapproved vouchers; transactions are correctly recorded and posted; payrolls are duly prepared and processed; travel claims, MPOs and other entitlements are duly processed

• Review of payment requests including supporting documents against the annual work plan.

• Maintenance of the Accounts Receivables for projects and follow-up with partners on contributions, deposits creation in Enterprise system and their application to pending items.

• Ensure timely reimbursements, payments of costs by the Government 

• Preparation and modifications of budgets for projects 

• Presentation of researched information for planning and status of office’s financial resources

• Provision of inputs for implementation of cost-saving and reduction strategies in consultation with the office management

• Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.

• Timely and accurate preparation of bank reconciliations

• Alternate to the Finance and Admin Officer on project finance functions and other substantive matters 

• Handle vehicle use requests and ensure efficient and systematic allocation of vehicles to projects and missions; coordinate and oversee utilization of hired vehicles  

• Ensure vehicles are in good condition and with appropriate and valid documentation

• Ensure regular and timely servicing of vehicles, request repairs as needed

• Ensure all vehicles are compliant with UNOPS and UNDSS requirements 

• Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.

• Supervises external contractors for transportation services, including client service and processing of invoices.

• Custodian for all common assets and inventory items; ensure all movements of assets are tracked and reported to the asset focal point in a timely manner 

• Review and verify asset and inventory register on a periodic basis

• Manage premises, utilities and office supplies, ensuring that the premises are clean and tidy, utilities are supplied without interruption and office supplies are always available

• Make flight reservations as requested 

• Arrange visas for personnel traveling abroad on Official Duty Travel (ODT) or other office-related travel 

• Arrange visas for visiting missions

• Provide logistical support to visiting missions 

• Manage protocol matters, including registration of personnel with the host government authorities and the UNDSS

• Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel, office space and other administrative matters.

• Provide logistical support for events, including identification of venues, making arrangements with the venue and providing on-site support during events  

• Provide administrative support to the HR team on talent acquisition processes 

• Provide support in the implementation of the HR initiatives, activities and processes in the project office

• Ensure timely processing of invoices for all office management and project activities 

• Supervise and manage office Drivers as assigned 

• Coordinate and provide guidance to Drivers for rented vehicles

• Organize, facilitate and/or deliver training and learning initiatives for personnel on finance- and admin-related topics.

• Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in the relevant fields

• Contribute feedback, ideas, and internal knowledge about processes and best practices and utilize productively. 

Impact of Results

The effective and successful achievement of results by the Support Services Associate directly impacts the efficient and effective management of resources in projects and programmes, demonstrating UNOPS’ effective stewardship of donor and partner funds. These promote the credibility of the organization as an effective service provider in project services and management.

Education 

• Completion of secondary school is required. 

• A first University Degree (bachelor’s or equivalent) or advanced degree in Finance, Accounting, Business Administration, Public Administration, or equivalent disciplines would be an asset and may substitute some of the required years of experience.

Experience:

• Minimum of six (6) years of relevant working experience within the areas of finance, accounting, or related field in combination with high school diploma is required.

• Experience in transactional finance (e.g. posting journals, raising vouchers, etc) is required. 

• Experience in the fields of travel, vehicle management or asset management is an asset 

• Some experience in the UN system organizations is desirable.

• Full working knowledge of English is essential.

Contract type: Local Individual contractor Agreement (LICA) Contract level: ICS-6,  LICA-6
Contract duration: Open-ended

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.