Finance Assistant (Supplier/Vendor Approver)

Vacancy code:              VA/2019/B0049/17804

Position title:               Finance Assistant (Supplier/Vendor Approver)

Department/office:        UNOPS Shared Service Centre/ Bangkok Shared Service Centre

Duty station:                 Bangkok, Thailand

Contract type:               Local ICA Support

Contract level: LICA-3

Duration:                      Open ended

Application period:      25-Apr-2019 to 24-May-2019

Please apply directly through:  https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=17804

Background Information - UNOPS

UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices in development, humanitarian and peacebuilding contexts, always satisfying or surpassing partner expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means we can quickly respond to our partners' needs, while offering the benefits of economies of scale.     

Background information - Finance Assistant (Supplier/Vendor) 

As part of UNOPS’ Shared Service Centre’s aim of maintaining and providing excellent transactional services to both UNOPS units/offices and partners, the incumbent will assist and further strengthen services within supplier/vendor management. The incumbent will be task with reviewing and approving supplier/vendor profiles in UNOPS ERP system by ensuring accuracy/correctness of data entry and compliance with UNOPS’ Financial Rules and Regulations and Supplier Management Guidelines. The incumbent will be under the guidance and direct supervision of the Supplier Approval Team Leader and overall supervision of the Finance and Accounting Services Manager.

Functional Responsibilities

A: Supplier/Vendor review and approval:

• Ensure there is no double entry of the supplier/vendor information in the ERP system.
• Ensure that banking details are correctly entered as per Supplier registration form submitted.
• Verifies the sequences and codes of international and local banks.
• Ensure that profiles are approved according to UNOPS Treasury’s procedures and advices for supplier/vendor banking detail setup.
• Ensure that all necessary supporting documentation have been uploaded in accordance with supplier management guidelines.
• Provides guidance and support to personnel/users on the processes, procedures and regulations on supplier management in relation to having the supplier approved.

B: Supplier Data Maintenance

• Participate in monthly clean-up exercise to reduce duplicate and obsolete Supplier IDs in ERP system (oneUNOPS).
• Overseeing third party entries are limited and according to FRR.
• Participate in structuring a common filing system for the supplier ID forms for the improvement of retrieving information on all supplier information.
• Suggests improvement to the oneUNOPS supplier module where appropriate.

C: Monitoring and Progress Controls

• Ensure that supplier approval requests are replied to within 24 hours
• Non-complex supplier approval requests are completed/approved within 48 hours
• Complex supplier requests that cannot be approved within 48 hours are referred to the Team Leader within this period
• Attend regular weekly/monthly meetings of the unit
• Complete all regular required training
• Obtain positive feedback from buyers/supplier requesters and/or UNOPS units
• Complete annual performance review

D: Final Product

• Supplier are approved in a timely manner in UNOPS ERP system
• All necessary supporting documentation in the review/approval process of the incumbent are retrievable in the system for document retention.
• No back-log by end of contract period

Competencies

• Strong verbal and oral communication skills
• Ability to work in a multicultural team and under pressure

• Strong client focus
• Strong planning and organizing skills.

• Previous working experience with Agresso system would be an asset.