Job Identification : 14194
Locations : Kuala Lumpur, Malaysia
Posting Date : 10/17/2023, 07:48 AM
Apply Before : 11/01/2023, 03:59 AM
Job Schedule : Full time
Agency : UNDP
Grade : G5
Vacancy Type : Fixed Term
Practice Area : Management
Bureau : Bureau for Management Services
Contract Duration : 1 Year with Possibility for extension
Education & Work Experience : Bachelor’s Degree – 2 year(s) experience OR High School certificate- 5 year(s) experience
Mobility required/no mobility
no mobility required
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 Administrative Analyst, the Finance Assistant works collaboratively within the Management Services Unit (MSU) with a client-oriented approach.
The Finance Assistant is responsible for supporting the work assigned to the Administration team within MSU and applies the Standard Operating Procedures (SOPs) to provide the required services. Under the guidance and direct supervision of the Administrative Analyst, the Finance Assistant provides support in the administration and implementation of operational and financial management processes and procedures.
Duties and Responsibilities
1. Assist in the administration and implementation of operational and financial management processes and procedures
- Ensure full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow up, as well as implementation of the effective internal control framework.
- Ensure financial records are compliance with internal Standard Operating Procedures (SOPs), IPSAS and other UNDP Financial Rules and Regulations.
- In close cooperation with the Identity and Access Management (IDAM) Security Team, ensure regular mapping of IDAM data access against IDAM roles and reconciliation with ICF roles;
- Act as designated UNall/IDAM focal point by receiving and preparing requests for access to Quantum primary profiles and/or supplementary roles, ensuring that ICF requirements are observed.
- Regularly review user access lists and roles to ensure they are current.
- Support supervisor in the development and maintenance of ICF Annexes (both Quantum related and offline) with rights component, and associated profiles.
- Contribute to the elaboration and review of SOPs and workflows to identify and propose remedies for bottlenecks.
- Perform receipt of services rendered or goods delivered upon confirmation of service completion or goods received physically.
- Prepare the receipt accrual certification to the Office of Financial Management (OFM) within the stipulated timeline.
- Assist in the micro purchasing request for goods less than USD5,000.00
2. Provide accounting and finance support
- Review/validate the supporting documents for payments and financial, prepare vouchers, pay cycle and payments execution.
- Timely execute pay cycle run and validation of payment data.
- Timely review and monitor approvals of vouchers.
- Maintain the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Quantum.
- Timely follow up with GSSC Finance team on unposted vouchers, including the vouchers with budget check, errors, match exceptions, unapproved vouchers.
- Maintain Accounts Receivables and ensure that deposits are created and applied on a timely manner, and in accordance with guidelines, rules and regulations.
- Support timely travel and expense reconciliation.
- Analyze discrepancies, report and bring to Management’s attention on deviations.
- Analyze payable accounts and monitor aging of invoices, payment on hold and unpaid vouchers.
- 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 in the implementation of accounting, closing calendars, audit requirements and quarterly, bi-annual and year-end certifications.
- Assist in performing relevant General Ledger accounts reconciliation and certification.
- Examine and record transactions received in bank accounts.
- Process F10 claims, invoices, bills, and petty cash disbursement upon completion of completeness checking.
- Submit LTA & RLA tracking, petty cash report and credit card payment log.
- Create deposits upon receipt of refund by vendors or staff members.
- Answer enquiries pertaining to payment status.
- Ensure proper recording of all the documentation.
- Prepare the report of SST paid claimable for each quarter for submission to Customs and compile all the invoices and remittance advice for monthly submission to UNDP Country Office.
3. Ensure facilitation of knowledge building and knowledge sharing
- Synthesize lessons learned and best practices.
- Provide sound contributions to knowledge networks and communities of practice.
- Perform any additional tasks.
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
- 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).
- 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.
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.
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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