UN WOMEN Jobs - 84806- Finance & Administrative Assistant (Thai National

Finance & Administrative Assistant (Thai National Only)

Advertised on behalf of

UN WOMEN

Location :

Bangkok, THAILAND

Type of Contract :

FTA Local

Starting Date :

01-Jul-2019

Application Deadline :

12-May-19 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

1 year extendable depending on performance and budget availability

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the overall guidance and direct supervision of the Finance Associate, the Finance & Administrative Assistant is responsible for helping ensure the provision and the execution of finance services and the effective and transparent utilization of financial resources including the integrity of financial and administrative services. The incumbent promotes a client-oriented approach consistent with UN Women rules and regulations.

The Finance & Administrative Assistant works in close collaboration with the Programme and Operations teams in the Regional Offices and Project Offices, and also Country Offices and UN Women HQ for resolving together financial-related issues, and to ensure consistent service delivery.

Duties and Responsibilities

Support implementation of Finance Services i.e., Payments and Financial Transactions

Timely and accurate payments with full compliance with UN Women rules & regulations.
Daily and weekly review and monitoring of outstanding payment requests and outstanding vouchers in order to ensure payments are made timely within required timeline.
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ATLAS; travel claims, and other entitlements are duly processed.
Handling and resolving budget check issue/errors in payment and accounting processes thru investigation of root causes and coordination for corrective actions to be taken by relevant project/programme colleagues.
Timely corrections and adjustments thru GLJE & APJV for accounting entries relating to works under responsibilities, when required.
Review payment requests from Country Offices in the AP region prior to obtain approval.
Proper control of the supporting documents for payments and financial reports to projects; preparation of all types of vouchers.
Allocation of common services expenses and recurring office expenses.
Recording of Cost recovery charged from UNDP
Management of cash receipts. Money received are timely recorded and deposited to UNDP Bank.
Maintenance of the proper filing system for finance records and documents.
Other works as assigned.

Support to month-end and year-end closures

Reconciliation of balance sheet accounts including staff advance/receivable, Petrol advance, petty cash.
Coordination with petty cash custodians in project offices for timely completion of monthly petty cash reconciliation and replenishment.
Sample surprise check of petty cash held by project offices.
Support month-end and year-end closure through report preparation and submission including e.g. petty cash reconciliation, clearance of staff advance, travel claim monitoring, review and monitoring of receipt accrual and payment voucher status.

Provision of Administrative and logistical support

Submission of documents to UNDP for VAT exempt certificate submission to MOFA, review and follow up pending VAT exempt certificates.
Review and Approval of vendors in ATLAS, and being ARGUS focal point (Alternate) for ATLAS access.
Petty cash custodian & focal point.
Telephone expenses properly reviewed and personal usage being followed up and paid timely by individual staff. Money received are timely recorded and deposited to UNDP Bank.
Monitoring of travel Advance, claims and settlements through preparation and maintenance of travel claim monitoring sheet. Record submission of F10 claims against advances. Overpaid DSA being followed up and paid timely by individual staff.
Provision of support to staff travel in the Operations team including arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
Provision of support to office space arrangement and office rent allocation
Provision of support to maintenance of premises and common services and document storage

Support to Cash Advance to UN Women - Implementing Partners (IPs)

Proper and timely processing of IP Advances to NGOs, Government Partners and UN Agencies, in accordance with UN Women policy and internal control framework.
Guidance to programme colleagues and IP partners on the preparation of Financial Report (FACE) in accordance with UN Women procedures.
Review of Financial report (FACE) received from partner, and its supporting documents. Ensure verification of FACE supporting documents duly done by programme team in accordance with respective partner risk rating. Ensure correctness and validity of expenditures reported on FACE thru sample check of FACE supporting documents.
Provision of support to programme team in verification of FACE supporting document when required, e.g. jointly do the verification with programme colleagues.
Tracking of outstanding advances and prompt follow up of overdue Financial Reports (FACE) and ageing items.
Control of the supporting documents for payments and financial reports (FACE); preparation of relevant vouchers i.e. payment vouchers and APJVs.
Maintain auditable records of all expenditure reviewed against source documents by Implementing Partner and project.
Provision of information and data as requested by auditors including project audits

Facilitation of knowledge building and knowledge sharing, and guidance to all stakeholders on financial matters

Handling adhoc inquiries on payments and other financial transactions.
Provision of necessary administrative support for effective knowledge management and sharing within the Unit
Training to colleagues in UN Women and Implementing Partners on procedure and practices related to “Financial Transaction & Management”.
Orientation to New Petty Cash Custodians on “Petty Cash Management”.
Contribution to lessons learned and best practices in Finance area, in support of knowledge networks and communities of practice.

Competencies

CORE VALUES / GUIDING PRINCIPLES

Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

CORE COMPETENCIES

Ethics and Values: Demonstrate and safeguard ethics and integrity
Organizational Awareness: Demonstrate corporate knowledge and sound judgment
Development and Innovation: Take charge of self-development and take initiative
Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds
Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication
Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others
Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge
Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making

FUNCTIONAL COMPETENCIES

Thorough knowledge of financial rules and regulations and accounting principles.
Excellent knowledge and application skills of IT tools and management systems.
Ability to provide input to business processes re-engineering, implementation of new systems.
Good analytical skills and results orientation.
Client oriented approach to work.
Skills to manage relationships and communicate.

Required Skills and Experience

Education:

Completion of secondary education is required. University degree (or equivalent) in Accounting, Finance, Business Administration or related field is an asset.

Work Experience:

5 years of progressively responsible experience in finance, administration or programme support is required at the national or international level.
Proficiency in using computers and standard office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages
Experience in handling of web based management systems is an advantage.
Experience working in the UN System is an asset.

Language Requirement:

Fluency in English is required
Knowledge of the other UN working knowledge is an asset.

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.