UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
Under the overall guidance of the Deputy Director of Financial Management in Headquarters (HQ) and the daily supervision of the Finance Specialist, the Finance Associate is responsible for the execution of a wide range of financial services and administrative processes in the Regional Office (RO), ensuring timeliness, efficiency and transparent use of financial resources and delivery of services in accordance with organizational financial rules, regulations, policies, procedures and approved allocations. The Finance Associate promotes a client-oriented approach consistent with UN Women rules and regulations, standard practices and guidelines.
The Finance Associate works in close collaboration with the Operations Team in the Regional Office as well as with the Operations and Programme teams in UN Women HQ for solving complex finance-related issues and information delivery.
1. Provide finance and accounting services and support to the Programme and Operations teams
- Prepare PO and non-PO vouchers for making payments for projects by ensuring correctness, completeness, timeliness, and full compliance to UN Women policies, guidelines, rules and regulations;
- Lead, guide and supervise Finance Assistants in providing timely and quality payment and accounting services to programme teams at Regional Office in Bangkok and Project Offices in designated countries; Review payment transactions prepared by the Finance Assistants to ensure accuracy, completeness and compliance with UN Women policies, guidelines, rules and regulations;
- Monitor and oversee self and team performance to ensure timeliness of payments and other finance and accounting services by doing a regular review of pending incoming requests, and take actions as appropriate;
- Regularly review pending unprocessed vouchers, undertake and ensure corrective actions on unposted vouchers caused by budget check errors, match exceptions and delayed approval;
- Review and make payment of advances to implementing partners. Review, sample check, and record liquidations of advance based on financial reports (FACE) received from partners. Ensure proper verification and certification of the financial reports carried out by project managers and in compliance with UN Women policies and guidelines;
- Prepare General Ledger journal entries (GLJEs) and Accounts Payable Journal Vouchers (APJVs) from proper supporting documents authorized by the budget owners and project managers;
- Ensure partners’ rating is done and verification of FACE supporting documents are carried out according to the partners’ rating as required by the Policy, Procedure and Guidance Framework (PPG);
- Undertake and ensure proper allocation of office rent and other office recurring expenses among all relevant projects;
- Ensure timely processing of VAT exemption documents for eligible vendors’ invoices;
- Provide inputs and take necessary actions to facilitate timely financial project closure;
- Support financial donor reporting by providing timely information and taking necessary actions as required by UN Women Virtual Global Service Centre for financial donor reporting.
- Assist with preparation for Audit of Projects and Partners by third-party audit firm particularly in the preparation of FACE-to-ATLAS reconciliation. Assist in review and response on audit issues, follow-up and/or take actions on audit recommendations to ensure implementation of corrective actions.
- Assist in undertaking capacity assessment on potential partners as a member of the Committee for Partners’ Assessment (CPA) as required by the Policy, Procedure and Guidance Framework (PPG);
- Review accounts receivables for UN Women projects and follow-up with project managers and finance section at the regional office and/or headquarters on contributions, deposits creation in the ERP system and their application to accounts receivables pending items;
- Review and record service fee and cost recovery charged on work done for UN Women by other UN agencies.
2. Manage month-end and year-end account closure
- Take proper actions, follow up, and monitor all the financial items in month-end and year-end closure instructions and checklist through timely and effective coordination with all programme and operations units;
- Oversee and ensure proper handling and control of petty cash fund at Regional office and Project Offices. Ensure monthly petty cash expense report, monthly reconciliation, physical cash count, and replenishment are done timely according to the petty cash policy;
- Manage Staff Advance/Receivables and other balance sheet accounts and related account reconciliations. Ensure timely advance clearance and follow up on outstanding items.
- Monitor advance to implementing partners, ensure and follow up for timely liquidations, with special attention on aged items;
- Monitor month-end and year-end accruals to ensure completeness and accuracy thru coordination with programme colleagues;
- Monitor each month over-expenditure of budgets and follow up for corrective actions with Budget Owner;
- Review transactions in the ERP system (ATLAS), to ensure correct uses of expenditures and other account codes, Ensure payroll and other financial transactions are properly posted, and take correction action as required;
- Coordinate and collect information for reporting of year-end office inventory to HQ;
- Handling of ad-hoc requests and inquiries from HQ.
3. Implement financial strategies, and adapt processes and procedures in full compliance of UN Women rules, regulations, policies, and recording and reporting systems
- Perform duties in full compliance with UN Women financial regulations and rules, policies and standard operating procedures, and internal controls including compliance with the approval authorities as in the Delegation of Authorities (DOA) and Internal Control Framework (ICF) table;
- Keep abreast of and ensure full compliance with amendments to International Public Sector Accounting Standards (IPSAS);
- Review and verify financial transactions, activities, and documentation prepared by Finance Assistants; taking corrective actions as needed and reporting any unusual activities;
- Monitor financial exceptions reports for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions;
- Provide advice and recommend solutions to a wide range of financial issues;
- Monitor the proper functioning of the financial resources management system for office and programmatic budgets and resources;
- Implement and monitor cost saving and reduction strategies;
- Respond to instructions from the Chief of Accounts or Finance Section in relation to financial transactions. Undertake timely corrective actions as requested by the Finance Section to resolve financial data issues or provide information;
- Participate as a member of the Regional office team in the internal and external audits of the Regional Office or Country Offices in the region
- Follow-up on audit recommendations to monitor the implementation of corrective actions;
- Actively promote a client-oriented finance service to Regional office and Country offices.
4. Prepare and administer the RO budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems
- Formulate budget for management fund of the Regional Office, create a project in the ERP system, monitor fund allocation, monitor expenditures, and prepare budget revisions according to the needs of the RO, and in compliance with UN Women Cost Recovery Policy;
- Assist Project Managers in the monitoring of budget versus expenditures and in timely utilization of budget and fund balances;
- Monitor the setup of budgets in ATLAS by projects to ensure they are in accordance with budgets as agreed with donors and are input into ATLAS at the detailed Activity ID level;
- Track the appropriate and timely use of financial resources and monitor unutilized fund; monitor regularly transactions posted to projects ensuring actual expenditure has been recorded against correct budget category and activity, take timely corrective actions as required;
- Provide assistance in the Annual Work Plan entry in Results Management System (RMS) as required.
5. Facilitate knowledge building and knowledge sharing
- Conduct training for UN Women staff to ensure compliance with UN Women financial regulations and rules, policies and standard operating procedures, including internal controls;
- Conduct training for implementing partners to ensure full compliance with UN Women financial reporting requirement (FACE) and UN Women verification of partners’ supporting documents of expenditures reported on FACE, and other finance-related requirements as indicated in the signed partner agreement, as well as preparation for project audit, if applicable;
- Collect and compile lessons learned and best practices in financial management and services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge;
- Contribute to financial business operational practices and management of new initiatives and innovations.
- Supervise and guide staff and personnel under responsibility, as applicable, provide technical guidance and monitor performance to ensure delivery of results according to plans and standards of accountability and performance;
- Undertake all training in relation to financial management provided, including webinars from headquarters. Actively promote participation in training for all Finance Associates in the country offices in the region.
- Completion of secondary education is required.
- Specialized national or international certification in accounting and finance is preferred
- Bachelor’s degree in Finance or Accounting is an asset
- Successful completion of UN Women Accounting and Finance Test is required. The test will be conducted during the recruitment process.
- At least 7 years of progressively responsible experience in finance;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages.
- Experience in the use of web-based ERP financial system (i.e. SAP, PeopleSoft, Oracle, etc.) is desirable;
- UN Experience is an asset.
- Fluency in English and Thai is required
- Knowledge of the other UN official working language is an asset.