The Role
Under the leadership and guidance of the Head of Support Services (HoSS), the Finance and Administration Senior Manager coordinates and oversees the Finance and Administration functions across the countries covered by the Multi-Country Office (MCO). S/he leads and manages financial and accounting operations for the operational units, working in close collaboration with the project, Finance, and Administration personnel.
Key responsibilities include the preparation and reconciliation of financial and management reports, as well as providing analytical and planning support to ensure compliance with UNOPS’ budgeting and financial reporting policies and procedures. The role also encompasses oversight of general accounting functions, including accounts receivable, accounts payable, expense accounting, and the reconciliation of shared accounts. The incumbent is further accountable for the effective coordination and supervision of the Finance and Administration teams to ensure high-quality service delivery.
Financial Management and Reporting
Lead the mapping of financial business processes across the MCO and establish internal standard operating procedures (SOPs). Monitor workflows to ensure process efficiency and alignment.
Advise the Head of Support Services (HoSS) on the effective and compliant use of financial and administrative resources.
Continuously analyze the financial situation, deliver accurate forecasts, and recommend strategic actions to meet the evolving needs of programmes, projects, and office operations.
Implement and regularly optimize the financial database and management information systems to support robust budgeting, planning, and partner reporting requirements.
Review and strengthen financial monitoring mechanisms to enhance control and oversight for client and administrative projects.
Provide authoritative guidance on transaction processing in accordance with UNOPS financial and administrative policies and rules. Approve expense adjustments as per delegated authority.
Ensure appropriate monitoring of the management and accounting of contributions to ensure that funds due to UNOPS are correctly identified, classified in a consistent and uniform manner, recorded in a timely manner, and received with sufficient supporting documentation.
Prepare monthly, quarterly and annual interim financial reports (IFRs) for management and partners in prescribed formats.
Monitor financial exception reports for unusual activities and transactions. Initiate appropriate investigations and corrective actions.
Ensure sound financial planning, expenditure monitoring, and resource control for the office’s operations.
Approve/sign interim reports according to the delegated authority.
Budgeting and Cost Control
Manage financial resources through planning, guidance, and control of resources in accordance with UNOPS’ rules and regulations.
Prepare and monitor the MCO budget.
Process revisions to the MCO budget with management approval.
Develop appropriate mechanisms to eliminate deficiencies in budget management.
Prepare reports on budget variances.
Ensures the implementation of the budget within the approved budget categories between personnel and non-personnel budgets, and specifically for personnel budget, ensures that the approved budgetary post count is not exceeded.
Develop and execute cost-saving and cost-reduction strategies.
Internal Controls, Compliance and Risk Management
Develop and implement a robust internal control framework to ensure timely and accurate processing, matching, and completion of requests for payments (RFPs); correct recording and accounting of financial transactions in the enterprise resource planning (ERP) system; proper processing of travel reimbursements and other entitlements; and timely receipting of goods and services within the ERP system.
Ensure the timely recording and reconciliation of all financial transactions.
Safeguard the security of cash, assets, and other valuables.
Proactively address and resolve unaccounted payment requests, including those with budget or fund control issues, reconciliation discrepancies, or pending approvals.
Coordinate with HQ to ensure timely resolution of financial queries and requests.
Identify, assess, and manage financial risks through effective controls and mitigation strategies.
Ensure establishment and implementation of due oversight and controls at the respective/relevant country offices that support completeness and accuracy of financial transactions, and due mitigation measures for key financial and compliance risks are in place at local country offices.
Treasury and Cash Management
Conduct a timely review of monthly and quarterly cash requirements for the MCO to ensure that sufficient funds are available for disbursement. Identify and record receipts on time for the revenue application.
Review cash balances in the ERP and coordinate with FG Treasury to ensure that sufficient liquidity is available to meet payment and commitment requirements of the MCO, projects, and /programmes. Serve as the primary contact with the bank for routine operational matters.
Partner with the Bangkok Shared Services Centre (BSSC) bank reconciliation team to ensure discrepancies are explained timely manner and exceptions are documented.
Ensure requests for payments are approved with no delay for FG Treasury to fund local bank accounts in a timely manner.
Prepare monthly cash flow forecasts on time for use by UNOPS Treasury to fund local bank accounts.
Verify that the project’s cash management process and designated approval workflows comply with UNOPS’ policy, and ensure any exceptions are documented and approved by the policy owner prior to implementation.
Liaise with project teams and FG treasury to manage and mitigate inherent FX risks in project operations under the MCO.
Administration
Ensure effective and efficient management of acquisitions, including the maintenance, inventory, registration, verification, and safeguarding of project and MCO facilities and assets.
Oversee facilities management, including lease negotiations and renewals in coordination with building owners in consultation with regional and MCO management teams.
Promote and implement environmentally sustainable practices, including energy-saving measures and the application of green office policies.
Ensure execution of the greenhouse gas reduction action plan in alignment with organizational sustainability goals.
Regularly evaluate and monitor the performance, timeliness, and quality of administrative support services such as cleaning, security, and maintenance.
Coordinate and support Business Operations Strategy (BOS) initiatives across United Nations entities operating in countries under the MCO coverage.
Oversee regular updating and implementation of Business Continuity Plans (BCPs) and MCO security protocols to ensure operational resilience.
People Management
Establish the annual work plan for the finance and administration teams. Set objectives, performance measurements, standards, and results expected.
Monitor implementation of the team’s annual work plan, oversee progress, and ensure delivery of results as planned and according to expectations.
Promote teamwork and collaboration by providing the team with clear direction, objectives, and guidance to enable them to perform their duties responsibly, effectively, and efficiently.
Develop a flexible workforce with the skills and competencies needed to ensure optimum performance
Foster a positive work environment, respectful of all, and ensure that the highest standards of conduct are observed.
Knowledge Management and Innovation
Contribute to the development and introduction of innovation to ensure UNOPS is continually incorporating best practice approaches
Contribute to the dissemination and sharing of best practices and lessons learned for corporate, regional, and national development planning and knowledge building
Plan, implement, and organize strategic capacity building of personnel, partners, and stakeholders.
