ThaiNGO

United Nations Development Programme

Terms of Reference

Post Title:                        Finance Assistant (Re-advertisement)

Type of Appointment:   Service Contract (SC-4)

Organizational Unit:      Operations Support Team - UNDP Bangkok Regional Hub

Remuneration:               Starting Baht 502,978 per annum

Duration of Contract:   1 year (Renewable subject to good performance and availability of funds)

Duty Station:                  Bangkok, Thailand

Background:

Under the guidance and supervision of the MSS Manager and direct supervision of Finance Manager & Finance Supervisor, the Finance Assistant provides financial services ensuring   high quality, accuracy and consistency of work. The Finance Assistant promotes a client - oriented approach consistent with UNDP rules and regulations.

The Finance Assistant works in close collaboration with the operations, programme and projects' staff and with UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities:

1. Ensures implementation of operational strategies focusing on achievement of the following results:

Full compliance of financial processes and financial records with UNDP rules, regulations, policies and strategies;

Input to the business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.

2. Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:

Prepare timely and accurate payments to vendors/staff  according to the established  service level (SLA) agreement through PeopleSoft ERP system;

Ensure correctness and validity of payment  in term of compliance to relevant policies & procedures, proper authorization, sufficient supporting documents e.g. receipts, invoices, signed agreements, and with proper account coding;

Verify and record financial reports for projects implemented by partners;

Where required, properly calculate and allocate shared operating expenses to applicable projects;

Take corrective actions on payment problems e.g. Budget check errors, match exceptions, invalid account codes, etc. by analyzing problem, liaising with requester, budget owner, system Help Desk other related  parties as appropriate;

Monitor and follow up for timely settlements of outstanding advances, payments due from staff and other UN offices, and record receipt;

For new vendors, verify correctness & completeness of vendor data  registered in the system by procurement unit, especially vendors' bank information;

Handle staff/vendors'   inquiries  relating  to  payments;

Prepare journal vouchers for corrections/adjustments when required;

Forecast weekly fund required for payments under responsibilities as input for cash management;

Run system queries/reports to obtain relevant work data/statistics;

Maintenance of the proper filing system for finance records and documents.

3. Ensures functioning of the optimal cost-recovery system focusing on achievement of the following   results:

Properly record data required for cost recovery billing in all payments and other tasks     done in order to enable correct and complete hilling of cost recovery according to  relevant policies & procedures;

Handle inquiries from clients on cost recovery billed on payments and other tasks carried out under responsibility.

4. Supports knowledge building and knowledge sharing focusing on achievement of the following results:

Participation in the trainings for the operations/projects staff on Finance;

Contribution and Sharing of knowledge with team, knowledge networks and communities of practice.

5. Other tasks as assigned

Competencies:

Corporate Competencies:

Demonstrates commitment to UNDP's mission, vision and values;

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience;

Actively works towards continuing personal learning and development in one or more practice, areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

Ability to perform a variety of repetitive and routine tasks and duties related to Finance, screening, collecting and preparation  of documentation, data input, transactions tracking, filing, provision of information;

Ability to review data, identify and adjust discrepancies;

Ability to produce accurate and well documented records conforming to the required standard;

Good knowledge of financial rules and regulations;

Strong IT skills;

Ability to provide input to business processes re-engineering, implementation of new  system

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback;

Proactive, consistently approaches work with energy and a positive, constructive attitude;

Remains calm, in control and good humored even under pressure.

Qualifications:

Education:

Thai National with secondary education. Bachelor's degree in Accounting, Finance, Business Administration or related fields preferred.

Work experience:

For secondary education, minimum 4-year experience in relevant accounting and financial experience at national level is required;

For Bachelor's degree holder, minimum 2-year experience in relevant accounting and financial experience at national level is required;

Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web- based management systems.

Language requirement:

Proficient in written and oral English communication.

Interested candidates should submit applications online with UN Personal History Form (P11) by 14 July 2015 at:

http://www.th.undp.org/content/thailand/en/home/operations/jobs.html

Qualified men and women are all equally encouraged to apply.

Only short listed candidates will be notified.

Please note that this is a re-advertisement.

Applicants who applied earlier are requested not to re-apply.