Portfolio Senior Assistant

Job Highlight

Provide reliable project financial support through accurate data processing, monitoring, and reporting, contributing to the proper use of resources and adherence to UNOPS financial rules and donor requirements.

About The Project Office

Established in 2016, UNOPS Philippines supports the government and development partners in advancing sustainable development through services including sustainable procurement, project and grant management, infrastructure, and logistical support. UNOPS projects in the Philippines focus on key areas such as governance, justice, health, and infrastructure, with a strong emphasis on capacity building, community resilience, and accelerating progress toward the Sustainable Development Goals (SDGs).

Role Purpose

The Portfolio Senior Assistant (Finance and Administration Support) provides essential financial and administrative support for project implementation. Under the guidance of the Project Manager and Senior Project Staff, the incumbent is responsible for assisting with budgeting, monitoring expenditures, processing transactions, and preparing standardized financial reports to support project planning, execution, and closure in compliance with UNOPS Financial Rules and Regulations.

Functions / Key Results Expected

• Project budgeting and cost recovery
• Assist the Project Manager in the preparation and data consolidation for project budgets and engagement amendments in line with UNOPS Financial Rules and Regulations.
• Process budget revisions and engagement amendments in the system upon instruction and verified approval.
• Assist in maintaining and updating budget tracking tools and templates under the guidance of the Project Manager
• Project financial monitoring and transaction support
• Support the monitoring of project financial performance by tracking budget, delivery, and expenditures against targets, flagging any discrepancies to the Project Manager.
• Monitor project commitments and cash flow against signed agreements, assisting with the follow-up on due payments as directed.
• Regularly review project transactions in the financial dashboard and General Ledger, bringing issues of shortfalls or over-expenditures to the attention of the Project Manager.
• Verify and process routine project transactions, ensuring supporting documentation is complete and complies with applicable rules and guidelines.
• Financial reporting and data management
• Prepare routine and ad-hoc financial reports and data extracts as per project agreements and donor formats for review by the Project Manager.
• Ensure accuracy of project financial data entered and maintained in UNOPS ERP system (e.g., oneUNOPS).
• Maintain organized and complete supporting documents for all project financial transactions for audit and review purposes.
• Coordinate with the Finance Unit for the posting of cost recoveries and other routine accounting entries.
• Project financial closure support
• Assist the Project Manager in the financial closure of projects by compiling necessary documentation, settling balances, and supporting the preparation of completion reports.
• Act as the operational support for Engagement Closure, ensuring all financial documentation is complete and correctly archived in the system.
• Knowledge management
• Document and file key financial requirements from donor agreements related to reporting and closure.
• Apply existing financial guidelines and procedures to daily project finance tasks.
• Support the collection and filing of finance-related information in the UNOPS knowledge management platform as directed.
  
  

• Secondary school (or equivalent) with 5 years of relevant experience OR
• A university degree (preferably in finance, accounting, business administration or related area) with 1 year of relevant experience is required.
  
  

• Relevant experience is work in finance, accounting, business administration or related field.
• Demonstrable proficiency in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems.
  
  

• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in development or humanitarian contexts is desired.
• Experience with financial systems or ERP software is desired.