Programme & Finance Support Officer
Phnom Penh | Phnom Penh
1. General Background
UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner. Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners ‘expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.
A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.
Background Information - Job-specific
The Principle Recipient programme (PR) under the UNOPS Asia and Pacific Regional Office has been established to support, develop and oversee UNOPS’ programmes implemented with Global Fund financing in the Region to ensure that synergies between different programme components are effectively developed.
The PR’s Cambodia team works in close cooperation with all PR teams in the Region, managing all grants in a coordinated fashion, including country grants for the Global Fund to Fight AIDS, Tuberculosis and Malaria as well as Regional Principal Recipients of GFATM regional grants for Greater Mekong Subregion (Cambodia, Laos, Myanmar, Thailand and Vietnam).
The personnel is responsible to provide programme support services and lead the programme support team towards implementing all grants in full competence, uphold UNOPS regulations and rules and abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
2. Functional Responsibilities
Under the direct supervision of the Programme Coordinator, and with a secondary reporting line to the Head of Support Services, the Programme & Finance Support Officer is responsible for timely and efficient delivery of programme support and financial services in accordance with an agreed work plan approved by the Programme Coordinator.
The Programme & Finance Support Officer will be assisted by a team of international and national professionals and will work in close collaboration with the Head of Support Services in the UNOPS Cambodia Office (KHOC) and receive support from the Support Services Team of KHOC. He/She promotes a collaborative, client-oriented approach consistent with UNOPS rules and regulations and shall focus on the following results outlined below:
a. Timely and efficient delivery of programme support and financial services of the GFATM grants:
- Contribute to preparatory inception activities for new GFATM grants, develop SOPs, manuals, plans, budgets, reporting template and all necessary programme support devices and toolsets as may be required;
- Ensure that activities for ongoing grants are monitored, analysed and reported on a timely basis, lead the preparation and timely submission of reports to the GFATM. The Programme & Finance Support Officer provides high-quality professional advice to the Programme Coordinator;
- Proper planning, expenditure tracking and audit of financial resources for the GFATM grants, in accordance with UNOPS financial rules and regulations, organizational directives and administrative instructions;
- Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions. Provision of information is reported to the Programme Coordinator, the Head of Support Services and the Director of the Principle Recipient;
- Identification of problems in the programme’s financial and administrative areas, suggesting alternative solutions to resolve issues in compliance with broader UNOPS policies, rules and procedures;
- Capacity building of SRs in the area of budgeting, reporting and finance management in general;
- Manage all operational Agreements with partners, including their amendments and legal negotiations;
- Contracting independent agents to undertake specific tasks including, where appropriate, procurement, studies, audit and monitoring;
- Maintain all archives and programme related documentation;
- Maintaining close and frequent contacts with the Global Fund, Country Coordinating Committee, and all national and international stakeholders in the GFATM grant universe;
- Lead and supervise the Finance Support Unit.
b. Implementation of operational strategies and procedures for the GFATM grants:
- Full compliance of financial activities, financial recording/reporting system and audit follow up within UNOPS rules, regulations, policies and strategies; implementation of effective internal control, proper design and functioning of the financial resources management system for the GFATM grants;
- Ensuring full compliance with Global Fund policies;
- Elaboration/establishment of internal standard operating procedures and control of the workflows in the Finance Unit for the GFATM grants;
- Elaboration and implementation of cost-saving and reduction strategies;
- Up-to-date on policy developments on UNOPS financial management issues.
c. Timely budget preparation and effective monitoring, reporting and control:
- Coordination of the preparation of all Global Fund projects budget; review of budget submissions, regular analysis and reporting on the budget approvals and the delivery situation; monitoring of expenditures against approved budgets and reporting on variances;
- Review, analyse and revise data with respect to the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements submitted by the programme team, procurement team and the Support Services team covering GFATM grants;
- Timely financial reports for submission to the Global Fund and other stakeholders in accordance with UNOPS rules, and in line with the established procedures;
- Implementing effective risk management practices in all GF grants managed by UNOPS Cambodia.
d. Cash management and treasury functions for GFATM grants:
- Timely review of cash position for GFATM grants within the UNOPS Cambodia Office, to ensure sufficient funds on hand for disbursements; identification and recording of receipts for income application;
- Timely review of bank statements in UNOPS corporate financial system to monitor cash levels; and for the identification and recording of receipts covering GFATM grants projects;
- Ensuring that payments are submitted to the Support Services in a timely manner in order to payments being effectuated in due time to suppliers, staff, sub-recipients and other entities relevant for the GFATM grants;
- Proper control of the supporting documents for payments; review, modification, initiation and implementation of internal control procedures in coordination with Support Services team;
- Ensure quality control of expenditures under the GFATM grants by performing ongoing review, analysis and reconciliation of accounts. Investigation of discrepancies and initiation of timely corrective actions.
e. Other duties as may be assigned by the Programme Coordinator.
f. Acting as Officer-In-Charge for the PR Programme Coordinator as required.
Leadership - Provides others with a clear direction; motivates and empowers others; recruits staff of a high caliber; provides staff with development opportunities and coaching; sets appropriate standards of behavior.
Integrity & Accountability – Ability to take ownership for all responsibilities and honors commitments and deliver quality output within prescribed time frame. Consistently approaches work with energy and a positive, constructive attitude. Remains calm, in control and good humored even under pressure.
Respect for Diversity – Proven ability to relate to people from diverse backgrounds and cultures.
Creativity and Innovation – Ability to challenge mindsets and think outside the box, as well as improvise in dynamic situations. Ability to exhibits original and innovative thinking in his/her work.
Professionalism – Ability to conduct independent research and analysis, identify issues, and recommend solutions; proven analytical skills. Familiarity with UN and UNOPS rules, regulations and policies. Ability to work systematically, accurately and under pressure.
Commitment to continuous learning – Willingness to keep abreast of new developments in the procurement process as well as in the QMS. Ability to share knowledge, experience and learn continuously by being open and flexible. Actively works towards continuing personal learning and development on one or more practice areas, acts on learning plan and applies newly acquired skills.
Planning and organizing - Ability to establish priorities and to plan, coordinate and monitor own work plan to meet the deadlines and those under his/her supervision.
Result-oriented - Ability to focus on the result for the clients and respond positively to feedback.
Client orientation - Ability to identify clients' needs and appropriate solutions; ability to establish and maintain productive partnerships with clients.
Communication - Proven ability to write in a clear and concise manner and to communicate effectively orally.
Teamwork - Strong interpersonal skills and; ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Analyzing Skills – Ability to make rational judgments for the available information and analysis and probe for further information or greater understanding of a problem and present with alternative options.
Self- reliant - Ability to act independently with a minimum of supervision. Specific assignments may be reviewed while in progress; however the majority is reviewed on completion. Routine duties are performed independently.
Technological awareness - Excellent computer skills and ability to use software tools to present data clearly and concisely; Good working knowledge of MS Office applications including proficiency in Excel, Spreadsheets & Database Software.
Advanced University Degree (Master’s or equivalent) in Business Administration, Finance, Accounting or related discipline is required;
First Level University Degree (Bachelor’s or equivalent) in above discipline in combination with additional 2 years of relevant experience may be accepted in lieu of Master’s degree.
Strong communication and interpersonal skills is preferable.
Sound knowledge of UNOPS regulations and rules is an asset.
- Certification as a Certified Public Accountant (CPA), Chartered Accountant (CA) or equivalent highly desirable.
- A minimum of 7 years of progressive experience in administration or finance or program implementation with greater independence and decision-making authority for more complex budgets.
- Experience in managing finance functions, units, and staff essential.
- Proven experience in a wide-spectrum of operations-oriented financial management, including financial forecasting for project acquisition, budgeting, and project monitoring.
- Prior experience working with donors required.
- Strong experience in South East Asia region is preferred.
- Experience in the usage of computers and office software packages (MS Office 2010 and/or newer versions) are required.
Fluency in English is required.
Knowledge in other UN Languages is desirable
The applications will be received through the UNOPS GPRS online platform below. Applications submitted through other means will not be considered.
Deadline: 6 July 2016
- Organization: UNOPS - United Nations Office for Project Services
- Location: Phnom Penh | Phnom Penh
- Grade: Mid/Senior
- Development Cooperation
- Finance and Banking
- Management, Administration and Finance
- Administrative support
- Closing Date: 2016-07-06