This position operates within the Procurement Group, supporting the UNOPS e-commerce platform: UN Web Buy Plus.
UN Web Buy Plus (www.unwebbuyplus.org) is UNOPS e-commerce solution for the humanitarian and development sector. Through UN Web Buy, partners can access UNOPS procurement services for selected commodities based on Long Term Agreements. The platform offers 18 different catalogues and is constantly expanding its offering through new catalogues.
The UN Web Buy team is responsible for the UN Web Buy service and for the development and maintenance of the system. The UN Web Buy operations team is based in Copenhagen and Bangkok, from where it provides global procurement services through the UN Web Buy platform
Under the guidance and supervision of the Senior Finance Associate, the Finance Assistant supports the provision of financial services within the support services function, ensuring high quality, accuracy and consistency of work. The Finance Assistant promotes a client-oriented approach consistent with UNOPS rules and regulations.
The Finance Assistant works in close collaboration with the Programme, Project and Support Services colleagues in the local office as well as the UNOPS HQ colleagues, to exchange information and ensure consistent service delivery.
*This is a local position based in Thailand, therefore either a Thai nationality or a valid work permit for Thailand (not linked to the current employment) is required.
The Finance Assistant completes general processes that have an impact on the overall execution of the UNOPS financial services. This role involves accurate data entry and presentation of financial information as well as a client-oriented approach for an efficient and effective support to financial services within the organization.
1. Implementation of operational strategies and procedures
Support full compliance of financial processes and financial records with UNOPS rules, regulations, policies and strategies.
2. Accounting and administrative support
Verify that the application of processed funds is matched and completed, transactions are correctly recorded, and posted in oneUNOPs.
Follow up with field offices, donors, and other United Nations agencies to gather any additional information necessary for identifying and applying pending deposits to the designated project.
Support the preparation of lists of pending and incoming fund reports following standard operating procedures.
Maintain and update the list of pending and incoming funds for all UNOPS bank accounts daily.
Coordinate with focal points in UNOPS offices to identify and apply incoming funds to appropriate cost distributions.
Timely attend to routine inquiries related to project contributions and accounts receivables.
Support the initiation of the Request for Payment (RFP) with the indicated purchase order (PO), receipt, and amount on the invoice corresponding to the PO.
Assist and respond to the bank reconciliation team if any inquiries are related to accounts receivable transactions.
Collaborate with the insurance team to record medical insurance reimbursements.
Monitor the payment inbox, follow up with supplier payments, and inform the case officer/ UN Webbuy.
Check the completeness of supplier documents submitted for payment in Web Buy.
Process vendor information modifications
Support case officers for supplier prepayments upon receipt of instructions.
Assist case officers in refunds and claim cases, checking the accounts receivable for claim refunds.
Monitor the shared mailbox and forward emails to relevant case officers for action.
Raise and send invoices in the UN Web Buy Plus platform to the client for payment.
Raise the invoice on the centralized receivable tool for advance and deferred paying clients.
Follow up on client payments and inform UN Web Buy case officers of their action in case of a delay.
Reconciliation of the UN Web Buy cases and adjustments or refund requests based on the reconciliation report.
Support posting insurance (Willis) to multiple UNOPS projects based on the certified report finalized by the Procurement Group (PG).
Approve / reject UN Web BUy registration requests for new users based on existing SOP
3. Knowledge building and sharing
Participation in Finance-focused trainings.
Contributions to knowledge networks and communities of practice.
