Finance Senior Assistant (Finance and Admin)

Dutystation: Bangkok, Thailand

Functional responsibilities

Under the direct supervision of the Finance Officer and in close collaboration with the Grant Analyst, the Finance Senior Assistant (Finance and Admin) will provide financial, administrative, and operational support to ensure effective and efficient implementation of the Fund’s financial and administrative activities. The incumbent will be responsible for processing financial transactions, maintaining financial records, supporting grant financial monitoring, and assisting with administrative and operational tasks in compliance with UNOPS policies and procedures.

Functional Responsibilities

1. Financial Support

• Process payment requests, ensuring completeness of documentation, use of proper accounting codes, certification of services rendered/goods delivered, and compliance with agreements with implementing partners and contractors.

• Conduct screening of grantees, grantees’ key personnel, and vendors against applicable sanction lists.

• Create and update vendor profiles in the ERP system as required.

• Maintain and control petty cash funds, ensuring accurate documentation and timely replenishment.

• Reconcile travel costs from the General Ledger with travel records and prepare journal adjustment entries (GLJE) as needed.

• Monitor purchase order balances and perform periodic certification of PO balances.

• Track fund balance sheet accounts on a monthly basis and report discrepancies.

• Compile data for financial updates to the Fund Board.

• Maintain up-to-date grant financial data and monitor the grant financial dashboard.

• Prepare and process operational advance (OA) requests, replenishments, and closures while ensuring compliance with OA policy.

• Provide support in implementing partner (IP) audit coordination and prepare IP audit letters.

• Assist the Finance Officer with various financial processes, including:

  • Review of shared expenditure from internal units.

  • Preparation of monthly expenditure monitoring reports, cash forecasts, and financial updates.

  • Periodic review and reconciliation of financial data to ensure accuracy and completeness.

  • Compilation of information for budgeting and data consolidation requests from country units.

• Support financial monitoring visits to partners, including review of partners’ internal processes and verification of selected transactions.

• Support consolidation and dissemination of lessons learned and best practices in finance.

2. Operations and Administrative Support

• Provide day-to-day operational and administrative support to the finance and grant teams.

• Maintain and update finance and grant data dashboards, databases, and trackers.

• Support the development and maintenance of data management and reporting tools.

• Recommend and support implement improvements to information collection and processing for efficient data management.

• Maintain hard copy and electronic files, reference materials, and confidential records as required.

3. Asset and Procurement Activities

• Maintain records on asset management, prepare reports, and support periodic verification of the Fund’s assets.

• Assist in the review of annual grant asset reports and handling of asset-related issues such as theft, loss, and damage.

• Support procurement activities in compliance with the UNOPS Procurement Manual, including raising requisitions and assisting in the preparation of specifications and Terms of Reference, obtaining quotations, evaluating bids, preparing purchase orders, and managing contracts and payment, updating and maintaining the procurement tracker, etc.

4. Travel and Event Management Support

• Serve as the Travel Focal Point for the Fund:

  • Process approved travel requests, including ticket bookings, travel authorizations (TADA), and travel claims.

  • Coordinate with IPAS Travel Focal to resolve travel-related issues.

  • Develop and maintain a travel tracker for reconciliation and reporting purposes.

• Provide support with protocol issues and official documentation requests.

• Handle logistical and administrative aspects of organizing conferences, training sessions, and workshops.

• Manage administrative processes for retainers working with the fund, including record-keeping and processing payments.

Impact of Results

The effectiveand successful achievement of results by the Finance Senior Assistant directly impact on the compliant execution of Finance and Administrative processes in JPF and the efficient and effective performance within it. These promote the credibility of the organization as an effective service provider in project services and management

Education/Experience/Language requirements

Education

• Completion of Secondary School is required;
• First University Degree preferably in Finance, Business Administration, Public Administration, or equivalent disciplines with a minimum of 1 year relevant experience may be considered in lieu of completion of Secondary School with 5 years of relevant experience;
• Diploma or certification in finance or related subjects or administration is an asset.

Experience

• A minimum of 5 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/UNOPS is an advantage.

Language Requirement

• Fluency in English is required.
• Fluency in Thailand is required.