Job Identification : 13632

Locations : Kuala Lumpur, Malaysia

Posting Date : 09/13/2023, 10:25 AM

Apply Before : 09/28/2023, 03:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : G5

Vacancy Type : Fixed Term

Practice Area : Management

Contract Duration : 1 Year with Possibility for extension

Vacancy Timeline

2 Weeks

Mobility required/no mobility

no mobility required

Job Description

Background

With offices in Copenhagen, Kuala Lumpur, Dakar, Amman, Panama City and Istanbul, the Global Shared Services Centre (GSSC) services over 180 countries, 40,000 personnel and more than 40 other UN Agencies and Organizations. Through its functional service lines, GSSC ensures high quality and timely delivery of human resources, financial and procurement services as well as information and innovative tools to its various clients and stakeholders.

The GSSC is led by the Director, who reports to the Director of Bureau for Management Services (BMS). Reporting to the Finance Analyst/Associate, the Finance Assistant works collaboratively within the GSSC Finance Service Delivery Teams with a client-oriented approach.

The Finance Assistant is responsible for supporting the work assigned to the Finance sub-unit and applies the Standard Operating Procedures (SOPs) to provide the required services. Under the guidance and direct supervision of the Finance Analyst/Associate, the Finance Assistant is responsible to perform any of the financial functions listed below, including but not limited to:

•  Payable Services
•  Revenue Services & Contribution Management Services
•  General Accounting Services
•  Project Accounting Services

Duties and Responsibilities

1. Ensures administration and implementation of operational and financial management strategies, adapts processes and procedures focusing on achievement of the following results: A) Ensures implementation of operational and financial management strategies, adapts processes and procedures focusing on achievement of the following results:

•  Full compliance with UN/UNDP rules and regulations of financial processes, financial records and
•  reports and audit follow up; implementation of the effective internal control framework.
•  Finance business processes mapping and elaboration of the content of internal Standard
•  Operating Procedures (SOPs) in Finance in consultation with the direct supervisor and office management.
•  Ensures financial records are compliance with SOPs, IPSAS and other UNDP Financial Rules and Regulations.

B) Provides accounting and finance support to Country Offices (COs) and performs Global Payroll functions focusing on achievement of the following results:

•  Proper review/validation of the supporting documents for payments and financial reports for NEX projects, preparation of all types of vouchers, pay cycle and payments execution.
•  Timely execution of pay cycle run and validation of payment data.
•  Timely review and approval of vouchers (Approver Level 1)
•  Approval of vendors in Atlas.
•  Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas.
•  Timely follow up with COs on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
•  Maintenance of the Accounts Receivables for COs and ensures that deposits are created and applied on timely manner, and in accordance with guidelines, rules and regulations.
•  Timely and accurate preparation of bank reconciliations in accordance with guidelines, rules and regulations.
•  Performs Payroll Administrator functions, which includes the recording of one time/recurring earnings and deductions, proper validation of payroll results for a timely disbursement of salaries as per the monthly payroll calendar.
•  Performs timely travel and expense reconciliation
•  Ensures proper adherence to Service Level Agreement (SLAs) contribute to the evolution of
•  services proposed by GSSU and the establishment of a continuous improvement environment.
•  Able to analyze discrepancies, report and bring to Management’s attention on deviation from Service Agreements.
•  Assist in functions relating Procure-to-Pay lifecycle.
•  Perform accounting tasks such as record invoice, analyzes account payable and monitoring late payments, managing payment batches.
•  Analyze payable accounts and monitor aging of invoices, payment on hold and unpaid vouchers,
•  Ensure proper record of Value Added Tax (VAT).
•  Assist in the recording of general accounting transactions which include fixed assets, inventory, investment accounting, Inter-UN Agency transactions, common shared services adjustments, B2B and cash management
•  Assist with analyzing of accounts and preparation of reconciliations against sub-ledgers with correct Chart of Account (COA) combinations, report aging balances, taking appropriate actions and tracking pending items.
•  Assist with attending assets transactions related to basic add, assets transfer or disposal, leasehold improvement, intangibles or reclassification of fixed assets transactions.
•  Assist in the implementation of accounting, closing calendars, audit requirements and quarterly, bi-annual and year-end certifications.
•  Assist in performing relevant GL accounts reconciliation.
•  Process revenue accounting and treasury transactions.
•  Examine and record transactions received in bank accounts.
•  Analyze queries relating to revenue and treasury and provide support to UNDP offices worldwide in these areas.
•  Assist in performing relevant revenue and balance sheet GL accounts reconciliation.
•  Examine and record transactions received in bank accounts.
•  Analyze queries relating to revenue and treasury and provide support to UNDP offices worldwide in these areas.
•  Assist in performing relevant revenue and balance sheet GL accounts reconciliation.

2. Ensures facilitation of knowledge building and knowledge sharing in the Finance Unit focusing on the achievement of the following results:

•  Support the organization of training for staff in the Finance Stream.
•  Synthesis of lessons learned and best practices in Finance.
•  Sound contributions to knowledge networks and communities of practice.

Competencies

Core

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

Finance – Audit (General)

•  Understands how regulations and professional standards in internal and external audit underpin audit work in the public services.
•  Understands the key stages of audit work, including planning, documentation, testing and reporting. Ability to examine and verify accounts and records.
•  Understands wider mechanisms for assurance and scrutiny.
•  Understands the law and best practice relating to anti-bribery and corruption controls and the fraud risks faced by public bodies.

Finance – Accounting (General)

•  Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.

Finance – Financial planning and budgeting

•  Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analyzing and reporting.

Finance – Financial reporting and analysis

•  Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring.
•  Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance.

Business Development – Knowledge Generation

•  Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Business Direction and Strategy – Business Acumen

•  Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
•  Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.

Business Management – Operations Management

•  Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
•  Knowledge of relevant concepts and mechanisms.

Required Skills and Experience

Education:

•  Secondary Education with specialized certification in accounting and/or Finance. University degree in Finance or Accounting desirable.
•  Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
•  Longlisted candidates may be required to take the UNDP Accounting and Finance Test (AFT).

Experience:

•  Minimum 5 years with secondary school education or 2 years with a Bachelors’ degree of relevant experience in finance at the national or international level.
•  Experience in the usage of computers and MS Office packages.
•  Advanced knowledge of spreadsheet and database packages.
•  Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft.
•  Knowledge of IPSAS and/or IFRS is required for external candidates.
•  Fluency in English. Working knowledge of other UN language (French/Spanish/Arabic) desirable.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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