UNOPS - United Nations Office for Project Services
Functional Responsibilities
Summary of Key Functions:
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Administration and implementation of financial strategies
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Budgetary and monitoring control]
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Treasury functions
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Accounting support
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Financial reporting and control
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Assistance in and facilitation of knowledge building and knowledge sharing
1. Ensures administration and implementation of operational strategies focusing on achievement of the following results:
- 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.
- Elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management.
- Elaboration of proposals and implementation of cost-saving and reduction strategies in consultations with office management.
2. Ensures efficient budgetary and monitoring control, focusing on achievement of the following results:
- Extraction of required financial information from UNOPS project agreements and set up of necessary accounts in line with existing UNOPS financial policies and procedures.
- Compilation of data for the preparation of budget estimates.
- Monitoring and review of status of budgetary allocations and expenditures on an ongoing basis. Continuous networking with clients/partners to provide feedback and mutually agree on corrective actions, when required.
- As delegated, approval of budgets in oneUNOPS, as per awarded proposals and review of budget revisions.
- Establishment and maintenance of proper financial controls mechanisms to stay within budget allotment.
3. Ensures proper functioning of the Treasury, focusing on achievement of the following results:
- Maintenance, operation and control of bank accounts. Maintenance of cash book, including control of disbursements, analysis and reconciliation of account.
- Preparation and confirmation of appropriateness of operational transactions processed through the interpretation and determination of applicable policies, regulations, rules, i.e. disbursements within authorized limits, payroll, contractual agreements, payments to suppliers, travel claims, etc.
- Maintenance and control of petty cash fund and preparation of report for replenishment
- Frequent contact with the local bank to obtain day-to-day information on rates of exchange, interest rates, changes in procedures and bank regulations, etc.
- Review of payment requests for completeness prior to processing, ensuring that documentation needed is complete and that all required procedures are fulfilled to enable the payment.
- Review and confirmation of validity of charges by verifying authorized amounts and ensure availability of budget and funds.
4. Provides accounting and administrative support to the Finance Group, focusing on achievement of the following results:
- Maintenance of ledgers and accounting records for classification and recording of financial transactions and for the reconciliation of accounts and preparation of recurring or special reports.
- Timely entry of transactions in the computerized accounting and finance system and timely submission of monthly accounts; adherence to UNOPS Financial Rules and Regulations in all financial transactions
- Preparation of bank reconciliation report. Review and analysis of reports for discrepancies and action as required. (For reason of internal control, this function is not to be performed by the post responsible for operating the bank account).
- Clarification and response to queries and observations of auditors (both internal and external).
- 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.
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Review of vouchers and supporting documentation for completeness, accuracy, and correctness of account code charges.
5. Ensures effective financial reporting and control, focusing on achievement of the following results:
- Support to the preparation of monthly expenditure schedules and quarterly and year-end statements.
- Contacts with project colleagues and Regional Offices to verify, correct, add and improve quality of financial activities of a particular project, including financial reports.
- Frequent contact with other finance staff in the organization in the preparation of payments, data reconciliation, client reporting, or audit activities.
- Preparation of financial statements for clients
6. Ensures proper supervisory role (when supervising staff) and facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results:
- Establishment of work plans, standards for performance evaluation/s, indicators for work progress and achievements, together with supervisee(s). Corrective actions to achieve objectives and deadlines.
- Technical guidance and on-the-job training to ensure work standards are achieved, both in terms of quantity/quality of input/output processed.
- Training of colleagues upon requests from portfolio managers, the supervisor and other finance officers in setting projects, budget revisions, troubleshooting and understanding of the processes on day to day financial transactions, reporting and other related tasks
- Synthesis of lessons learnt and best practices in Finance.
- Sound contributions to knowledge networks and communities of practice
Impact of Results
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The key results have an impact on the overall UNOPS efficiency in financial resources management and success in implementation of operational strategies. Accurate analysis and presentation of financial information enhances the organization’s credibility in use of financial resources and proper financial process management. The information provided facilitates decision making of the management.
Education/Experience/Language requirements
Education:
Secondary Education with specialized certification in Accounting and Finance. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
Experience:
5 to 7 years of progressively responsible finance experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
Fluency in written and oral English required. Knowledge of second UN working language desirable.
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