Under the direct supervision of the Team Lead for BSSC Finance and Accounting Team, the Finance Officer will oversee the Supplier Approval Team ensuring operational efficiency while promoting a client-oriented approach consistent with UNOPS rules and regulations.
Functional Responsibilities
Summary of Key Functions
Implementation of operational strategies and procedures
Supplier Management
Data entry support and approval of supplier profiles
Team Management
Knowledge Building and Sharing
Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:
Full compliance with UN/UNOPS rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations related to supplier approval; implementation of effective internal controls.
Elaboration of the content of Process Quality Management System (PQMS) for Supplier Management in consultation with direct supervisor, IPAS and the policy owner.
Implementation of efficient supplier management towards achievement of the following:
Implementation of new standard operating procedures (SOPs) for supplier review in light of changing circumstances or for the purpose of complying, streamlining and/or strengthening of existing supplier management procedures.
Extract, analyze and process closing and cleanup reports periodically or as requested by the direct supervisor for maintaining data quality on the supplier database.
Collaboration in the system improvement of the UNOPS supplier registration/update and review system, with the Information Technology Group, ensuring relevance of the system at all times by updating and proposing changes to facilitate improved automation.
Provides data entry support and approval of supplier profiles, focusing on achievement of the following results:
Collaboration with field offices and HQ/corporate units in the review process of supplier profiles.
Ensuring proper review of supplier profiles based on received submission of registration form, supporting documents and data entry on UNOPS ERP system.
Maintenance of proper record keeping/filing system for supplier registration/update in compliance with UNOPS document retention policy.
Maintenance and update of verified international and local fund transfer requirements between UNOPS banks and beneficiary banks, ensuring that supplier bank records are reviewed/approved based on fund transfer requirements.
Assistance in investigating and resolving payment issues related to supplier data.
Assistance in ad hoc request (e.g. Supplier Batch upload, Supplier Data Report) as requested by either the office manager, team manager or direct supervisor.
Advice, remedial actions, or solutions to supplier requesters and project teams on supplier registration issues.
Ensures effective Team Management, focusing on achievement of following results:
Supervise the supplier approval team, ensuring adequate resource/absence management.
Facilitate the engagement and provision of high quality results and services of the team supervised through effective performance management, coaching, and promotion of learning and development.
Provide oversight, ensuring compliance by team members with existing policies and best practices.
Support the recruitment and on-boarding of new team members.
Provides knowledge building and knowledge sharing, focusing on achievement of the following results:
Organize, facilitate and/or deliver training and learning initiatives for personnel on supplier management related topics.
Contribute to supplier management knowledge networks and communities of practice by providing collaborative synthesis of lessons learnt and dissemination of best practices in supplier management.
Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
Education/Experience/Language requirements
Education:
A first-level university degree (e.g. Bachelor) in Finance, Accounting or related fields is required. An advanced university degree (e.g. Masters) may be considered as a substitute for 2 years of work experience.
Experience:
A minimum of two (2) years of relevant experience in Finance or Procurement with responsibility for providing transactional services is required.
Knowledge of UNOPS financial rules and regulations; working knowledge of ERP (particularly Agresso) is desirable.
Proficiency in computers and office software packages (e.g. MS Office and Google Suite) and experience in handling web-based management systems is desirable.
Language Requirements:
Full knowledge of the working language is essential (English).
Knowledge of another official UNOPS language is an asset.
