Organization: UNOPS – United Nations Office for Project Services
Location: Dhaka
Grade: Administrative support – LICA-6, Local Individual Contractors Agreement
Occupational Groups:
Operations and Administrations
Administrative support
Banking and Finance
Closing Date: 2024-07-28
Job categories Finance
Vacancy code VA/2024/B5514/28543
Department/office AR, SAMCO, Bangladesh
Duty station Dhaka, Bangladesh
Contract type Local ICA Support
Contract level LICA-6
Duration Till 30 April 2025 on part time basis
Application period 15-Jul-2024 to 28-Jul-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
Functional Responsibilities
Summary of Key Functions:
Implementation of operational strategies
Budgetary and project costing support
Support to Treasury
Accounting, billing and administrative support
Financial reporting and control
Facilitation of knowledge building and knowledge sharing
1. Ensures implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:
Full compliance with UNOPS rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework.
Elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
2. Ensures efficient budgetary and project costing support, 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.
Information gathering for budget preparation.
Preparation and processing of budget revisions for management projects
Maintenance of budget databases by verifying and entering approved budgets.
Review and adjustment of project expenditures/obligations against approved budgets.
Processing of refunds cases to clients
Awarding of new projects/proposals; set up of new projects in oneUNOPS; budget approvals
Project closures
3. Provides support to Treasury, focusing on achievement of the following results:
Review and confirmation of appropriateness of operational transactions processed through the interpretation and determination of applicable policies, regulations, rules
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, ensuring certification of availability of budget and funds.
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.
Payment approvals
Paycycle manager for Field bank accounts
Reconciliation of Field bank accounts
Opening/closing/replenishment of petty cash accounts
Replenishment of the Imprest accounts
Cordinating with the Filed Bank
4. Provides accounting, billing and administrative support, focusing on achievement of the following results:
Preparation and review of vouchers and supporting documentation for completeness, accuracy, compliance with UNOPS Financial Rules and Regulations and correctness of account code charges. (For reason of internal control, approval of vouchers cannot be done by the person preparing the vouchers)
Entry of transactions and financial data into oneUNOPS.
Preparation of bank reconciliation report. Review 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).
Analysis of reports, investigation and preparation of adjustment as required.
Preparation of recurring, ad-hoc or special financial reports as required.
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.
Provide administrative support to the office
All appropriate billing actions taken expeditiously, within appropriate procedures, and with close coordination with field-based projects and Regional offices, especially with regards to tracking unapplied income.
Review of the grant reports and undertake field visits
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 facilitation of knowledge building and knowledge sharing, focusing on achievement of the following results:
Training of colleagues upon requests from portfolio managers, the supervisor and other Finance Managers 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:
The key results have an impact on the overall execution of the UNOPS financial services. Accurate analysis and presentation of financial information ensures proper financial processes in the organization.
Education/Experience/Language requirements
Education:
Completion of secondary school or equivalent. Diploma or certification in finance-related subjects or business administration desirable.
Experience:
5 to 6 years of progressively responsible finance experience is required at the national or international level.
Solid experience in the usage of computers, advance knowledge of MS Office 2003 and/or newer versions and in handling-web based management systems.
Knowledge and experience of UN/UNOPS financial management systems is highly desirable.
Language Requirements:
Fluency in written and oral English required. Knowledge of a second UN working language desirable.