Programme Management Office (PRMO) - Senior Officer

Job Highlight The Integrated Response for Resilience (IRR) portfolio, based in Thailand, is designed to advance sustainable livelihoods and strengthen agricultural food systems and value chains. Role Purpose Under the direct supervision of the PRMO-Senior Officer and in collaboration with the programme team, the incumbent will be responsible for: Functions / Key Results Expected Grant ManagementPrepare grant awards requests, draft grant agreements and subsequent amendments, using the approved templates ensuring that all agreements and amendments are constructed and issued in line with UNOPS legal and financial rules and regulations;Review grant budgets submitted by implementing partners, verify their consistency with prevailing market rate; assist in discussion/negotiation of costs/fees as required; provide critical feedback to the implementing partners;Ensure that reporting requirements are adhered to and liaise closely on any delays or difficulties; Highlight risks and delays to the supervisor as appropriateReview payment requests and ensure payments are processed based upon the grant agreement and agreed payment schedules;Communicate with and provide guidance/advice to implementing partners on grant-related and financial mattersResolve routine operational and process issues related to grant management, and refer complex issues to the supervisor with recommendations for courses of action;Ensure operational and financial closure of grants in line with requirements;Contribute to the coordination and follow up on the audits of Implementing Partners;Improve efficiency and effectiveness of processes and procedures wherever possible, propose/seek for solutions acceptable under UNOPS procedures and well adapted to the reality of partners on the ground, which reduce burden and risks on partners in line with localization principlesDue Diligence Assessment and Capacity BuildingImplement supportive and inclusive Due Diligence Assessments (DDA) on all new implementing partners, liaising with other UN Agencies and UNOPS funds/programmes wherever possible to reduce partner burden. Develop comprehensive assessment reports based on DDAWork with implementing partners to develop improvement plans and support their implementation, including ensuring available financial resources. Ensure completion of any follow-up actions in assessment reports.Actively liaise with other grants teams to align to the extent possible IP capacity development efforts as well as streamlining and harmonizing of practices and tools within UNOPS.Contribute to the overall knowledge sharing and collaboration within UNOPS on grant management, due diligence assessment and improvement plansProgramme Management SupportParticipate in programmatic and partner meetings as needed.Conduct relevant training to partners as needed. Support in scheduling travel, accommodation and other support as needed by the programme team.Administration and implementation of operational strategies Enhance full compliance with UN/UNOPS rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.Implementation of cost sharing and trust fund agreements, elaboration of conditions of contributions within the office’s resource mobilisation efforts.Implementation of cost saving and reduction strategies in consultations with office management.Budget preparation and managementSupport preparation of the field operating budget of IRR; review of budget submissions, regular analysis and reporting on the budget approvals and the delivery situation; monitoring of expenditures against budget allotments and reporting on variances.Identification of administrative budgetary requirements; provision of guidance on guidelines for budget preparation.Review and update of guidelines, procedures in light of changing circumstances or for the purpose of complying, streamlining and/or strengthening of existing financial and budgetary proceduresReview, analysis and revision of data with respect to the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements submitted by project managers; review of budget proposals for reasonableness, consistency with the organizational goals and priorities.Monitoring of budget implementation, expenditure levels against allotments and determination/recommendation of reallocation of funds when necessary.Collaboration in the improvement of the UNOPS Project Budget formulation system, with the cooperation of Information Technology, ensuring the relevance of the system at all times by updating and proposing changes to facilitate financial management of projects and enhance financial reporting.Review and appropriate recommendations with respect to the finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.Cash management and treasuryOrganization and oversight of cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management, timely accounting and reconciliation of all transactions, security for cash assets on site.Establishment of efficient local banking arrangements and compliance with local financial and banking regulationsBuilding of project capacity to effect payments using ERP/OneUNOPS and/or Imprest Accounts.Monitoring of the delivery and income of the FundDiscussion and communication with the project support colleagues on the savings or potential concerns that may require further review.Accounts and paymentsAnalysis and elaboration of proposals for the internal expenditures’ control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ERP; travel claims and other entitlements are duly processed. Quality control of the account by performing ongoing review, analysis and reconciliation of accounts. Investigation of discrepancies and initiation of timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues. Control of the Accounts Receivables for UNOPS projects and follow up with partners on contributions, maintenance of the General Ledger. Ensuring proper maintenance of the field financial accounts; preparation of financial records, statements and reports as required or approval of the work of subordinates; coordination of field replies to internal and external audit queries; Ensuring proper receipt, management, safeguarding and disbursement of payments handled by the field; review, modification, initiation and implementation of internal control procedures in coordination with Headquarters; Proper control of the supporting documents for payments; preparation of all types of vouchers; Pay Cycle and payments execution;Preparation of timely financial reports for submission to the funding agency in accordance with UNOPS rules, and in line with the established procedures;Monitoring of financial exception reports for unusual activities, transactions and investigation of anomalies or unusual transactions; Ensuring proper maintenance of the Accounts Receivables for UNOPS projects and follow-up with partners on contributions, deposits creation in ERP and their application to AR pending items. Documentation and OtherMonitor information related to contractual arrangements – on audits, inventories, utilization and all such elements in the contracts and grantsEnsure that all records are collected and maintained, both hard copies and electronic copies for easy reference and retrievalRequired Education Requirements Bachelor's degree in Business Administration, Public Administration, Accounting, Economics, Project Management or related field with four years of relevant experience is required. ORA master's degree with the above mentioned field with two years of relevant experience is required.DesiredCompletion of PRINCE 2 Foundation certificate is an advantageRequired Experience Requirements Relevant experience is work in contracts/grant management and/or project administration and/or project support.Minimum of 2 years of professional-level experience in accounting with responsibility for project accounting and preparation of financial statements is required.Good knowledge of contractual and accounting principles and modalities is required;Strong computer skills, including the use of Excel spreadsheets is necessary.DesiredPrior experience with UNOPS is an advantage, particularly in grant managementPrior experience in preparing and collaborating with in- and external auditors an assetPrevious successful involvement with, and a good knowledge of the development and humanitarian sector/working with UN, Donors, or NGOs is an advantage;Experience with G Suite is an asset.