Functional Responsibilities
- Finance Support
- Operations Support
1. Finance Support
- Process payment requests and ensure completeness of documentation; use of proper accounting codes; certification of services rendered/goods delivered, and duly signed by authorized officials; compliance with terms and conditions of the agreement with partners and contractors.
- Create vendor profile in the ERP and update the profile when required.
- Maintain and control petty cash fund and preparation of reports for replenishment.
- Providing Inputs for the development of standard operational procedures.
- Assist Finance Officer in various finance processes:
– Review of shared expenditure being charged to the project from various internal units.
– For the preparation of monthly expenditure monitoring reports, cash forecasts and financial updates to the Fund Board.
– For the periodic review and reconciliation of financial data to ensure the accuracy and completeness of the general ledger.
– Compilation of grant financial data.
– Compilation of information for budgeting.
– In data consolidation for requests from various UNOPS country units.
- Assist the Grant Team and the finance officer in conducting financial monitoring visits to partners that include a review of partners’ internal processes and verification of selected transactions.
- Consolidate lessons learned and best practices in Finance.
2. Operations Support
- Supports the day-to-day operations of the team.
- Information management:
– Ensure finance and grant data is kept up to date in the dashboard/database and various trackers.
– Recommend for improvement of information collection and processing that allows availability of up-to-date information.
– Maintenance of hard copy and electronic files, reference materials and confidential records as required.
- Asset management:
– Maintenance of records on asset management and preparation of reports.
– Maintenance of files and records relevant to office maintenance.
– Assist grant focal reviewing of annual grant asset reports and handling of issues like theft, lost, damaged cases.
- Support procurement cases line with the UNOPS Procurement Manual including raising requisitions, assisting in the preparation of specifications and TOR, obtaining quotations, and evaluation; preparing purchase orders, contract management and payments.
- Support travel and logistics such as UNDSS approval, booking flight tickets, and submitting TEC claims.
- Provides support with respect to protocol issues and requests for official documentation.
- Administrative support in organizing conferences, training, and workshops.
Education/Experience/Language requirements
- Completion of Secondary School is required.
- First University Degree preferably in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
- Diploma or certification in finance or related subjects or administration is an asset.
Experience
- A minimum of 4 years of administrative, finance, or operational support experience is required.
- Demonstrated ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and/or Google Suite is required.
- Knowledge of spreadsheet and database packages is desirable.
- Experience working with the UN is desirable.
- Fluency in written and oral English and Bengali is required.