UNCDF Office of Financial Management Services (OFMS) is based in UNCDF Headquarters, New York along with out-posted staff across regional offices and multiple country locations. OFMS team works to enhance the institutional effectiveness of UNCDF through operational solutions, development of management policies, prescriptive content, and overall management of all operational, resource management and financial aspects of the organization. OFMS oversees policy adherence, safeguarding UNCDF and Executive Secretary’s accountability while providing advisory, transactional services and support to UNCDF in its core functional areas of accounts and finance; human resources; operations and procurement; and information technology.

The Regional Operations Associate is part of the OFMS regional capacity and to be based in Bangkok. The role will report to the Regional Operations Manager, NOC and under the overall guidance of Chief Office of Finance and Management Services (OFMS) and is expected to work closely with regional programme and HQ OFMS operations colleagues. The Regional Operations Associate is expected to provide support in execution of the full range of programme support & transactional services in areas of finance, operations and HR support services for the Asia region, in full accordance and compliance with UNCDF/UNDP rules and regulations, ensuring their accuracy, transparency and integrity with a high degree of quality assurance. The Regional Finance Associate will play a critical role in supporting the workflow of the OFMS regional team.
 

Institutional Arrangement

The Regional Operations Associate role is based in Bangkok, Thailand and reports to the Regional Operations Manager and works under the overall guidance of Chief Management Support Unit, P-5, UNCDF Headquarters.

The Regional Operations Associate will have matrix reporting line to the UNCDF Regional Coordinator and will be expected to work in close alignment with regional & headquarters based OFMS colleagues. He/She is responsible for providing regional programme support & operations/project staff with operational guidance on a day to day basis, as needed.
 

Under the supervision of the Regional Operations Manager, the Regional Operations Associate will provide a wide range of financial, programme and operational support services and ensure full compliance of UNCDF regional programme operations with the UNCDF operational framework in line with the UNCDF/UNDP rules, regulations and policies. The detailed roles and responsibilities are outlined below:

• Full compliance of administrative activities with UNDP/UNCDF rules, regulations, policies and strategies;
• Provision of inputs to the business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Administration and Logistics in consultation with the direct supervisor and office management;
• Support in elaboration  of proposals and implementation of cost saving and reduction strategies in consultations with office management.

2.) Provision of financial transactional support and ensures effective financial control and oversight in the regional offices:

• Verify the supporting documents and prepare all types of payment invoices for management and development projects.  Proper control and of the supporting documents for payments, ensuring the proper filing system in Country office Database and electronic/hard copies;
• Serve as the focal point of regional management projects and cost recovery for services provided; Regularly update and maintain contracts database, monitor and follow up on financial dashboard of pending transactions;
• Maintenance of the internal expenditures control system which ensures that invoices processed are matched and completed, transactions are correctly recorded and posted in Quantum; payrolls are duly prepared; travel claims, POs and other entitlements are duly processed;
• Prepare zero-dollar invoice (ZDI) and general ledger journal entries (GLJEs) for corrections to ensure transactions are accurate and liaise with Finance Section for review, verification and approval;
• Support to the year-end closure exercise to ensure financial transactions are IPSAS compliant;
• Serve as focal point of overall financial oversight and monitoring of financial activities for programmes in the region. Prepare regular update on required budget, expense, and other balance sheet accounts analysis;Supports the various internal and external audits and other tasks as required. 

3.) Provision of logistical support focusing on achievement of the following results:

• Provides logistical support to organization of conferences, workshops and retreats including travel requests,  reservations;
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters;
• Supports control of  Project Assets and inventory including keep record and maintenance of Office Assets and supplies and participation in periodic office physical inventory and asset verification exercises as needed;
• Receipt of shipments, customs clearance arrangements, preparation of documents for shipments (received/sent);
• Perform other work-related tasks assigned by the supervisors.

4.) Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Development and maintenance of the project filing system;
• Organization of trainings for the operations/ projects staff on programme.
• Synthesis of lessons learnt and best practices in programme. 

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline 

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical competencies 

Business Management- Customer Satisfaction/Client Management: 

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers` needs;
• Provide inputs to the development of customer service strategy;
•  Look for ways to add value beyond clients` immediate requests;
• Ability to anticipate client`s upcoming needs and concerns.

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience;
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Finance- Accounting (General): Knowledge of accounting concepts, principles, regulations, policies and ability to apply this to strategic and/or practical situations.