UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent and accountable. As part of this commitment, UNDP adopted International Public-Sector Accounting Standards (IPSAS) on 1 January 2012, and established the Global Shared Services Unit (GSSU) to serve UNDP’s network of offices (covering 166 countries around the world) in the provision of financial and accounting services. The GSSU has been fully functioning since 2012, and is presently expanding the breadth of its services to support expanded finance, accounting and procurement processes as well as to provide training to UNDP Offices where needed. The Chief, Global Shared Service Unit in Kuala Lumpur, Malaysia is supervised – on a day-to-day basis by the Director, Global Shared Services Unit, Bureau for Management Services (BMS).
The Global Shared Services Unit (GSSU) within the Bureau for Management Services (BMS) supports all UNDP offices and units with the provision of transactional services. This includes a core set of transactions in Finance and HR that are already being handled by the Global Shared Service Unit (GSSU) in Kuala Lumpur. The GSSU is led by the Director of Office of Operations, Legal & Technology Services (OOLTS), who reports to the Director of Bureau for Management Services (BMS).
As part of this commitment, UNDP adopted International Public-Sector Accounting Standards (IPSAS) on 1 January 2012, and established the Global Shared Service Centre (GSSC) to serve UNDP’s network of offices (covering 166 countries around the world) in the provision of financial, accounting and procurement services. The GSSC has been fully functioning since January 2012, and is presently expanding the breadth of its services to support expanded finance, accounting and procurement processes. In addition to their day-to-day operations, the GSSC personnel are also involved in supporting UNDP’s country offices through transactions support training where needed.
The Finance Associate may have to work for the different bureaus and offices, depending on Management’s needs and workload evolutions. Under the guidance and direct supervision of the Finance Specialist/Analyst, the Finance Associate is responsible to perform any of the below financial functions, for both accounting and treasury, including but not limited to:
- General Accounting
- Revenue Accounting
- Fixed Assets
- Investment Accounting
- Global Payroll
- Financial Resources Management
- Expense Management
- Treasury and cash transactions
Duties and Responsibilities
The Finance Associate would be assigned to one of the teams below and supports the provision of accounting services either to the Clustering, Record-to-Report or Revenue teams ensuring high quality, accuracy and consistency of work in line with the Standard Operating Procedures.
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 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.
Provides accounting and finance support to 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; 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 country offices 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) and contributes to the establishment of a continuous improvement environment. Able to report and bring to Management’s attention on deviation from Service Agreements.
Facilitation of knowledge building and knowledge sharing:
- Provides guidance and training to junior staff and other team members.
- Assist in functions relating Procure-to-Pay lifecycle;
- Perform accounting tasks such as record invoice, analyses account payable and monitoring late payments, managing payment batches;
- Analyze payable accounts and monitor aging of invoices.
- Record General Ledger transactions in area of Fixed Assets, Investment accounting, B2B, Inter - UN Agency transactions, Cash Management and Inventory;
- 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 ensuring financial data integrity through running scheduled checks and monitoring;
- Support the implementation of accounts closure, perform quarterly analysis, semi / annual certifications, perform timely and quality bank reconciliation, report deviances; implementation of Internal Control Framework;
- Contribute in providing detail analysis for audit requirement;
- Contribute to the evolution of services proposed by GSSC, recording its activities, analyzing discrepancies and participating in continuous improvements;
- Ensure financial records are compliance with SOPs, IPSAS and other UNDP Financial Rules and Regulations.
- Process revenue accounting and treasury transactions;
- Examine and record transactions received in bank accounts;
- Analyse queries relating to revenue and treasury, and provide support to UNDP’s offices worldwide in these areas;
- Prepare financial schedules, reports and working papers for internal reporting, external reporting, or audit;
- Contribute to the evolution of services proposed by GSSC, recording its activities, analysing discrepancies, and participating in continuous improvements.
- Ability to make new and useful ideas work
- Ability to persuade others to follow
- People Management
- Ability to improve performance and satisfaction
- Ability to listen, adapt, persuade and transform
- Ability to get things done
- Technical/Functional Competencies
- Accounting (General)
- Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations
- Ability to examine and verify accounts and records
- Treasury Management
- Ability to manage organization's holdings with the ultimate goal of maximizing liquidity and mitigating risk
- Contributions Management
- Ability to receive, record, report and manage contributions
- Knowledge Management
- Ability to efficiently handle and share information and knowledge
- Operational Efficiency
- Ability to identify and execute opportunities to improve operational efficiency
- Problem Solving
- Accurately accumulating information and its analysis; forecasting potential problems and planning; allowing for alternative, creative solutions and identifying most reasonable solutions
Required Skills and Experience
- Secondary Education or Bachelor’s degree in Accounting and/or Finance, or Business Administration;
- Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage;
- Long-listed candidates will be required to undergo the UNDP Accountancy & Finance Test.
- Minimum 6 years with Secondary School or 3 years with Bachelor’s degree, of relevant experience in accounting and/or financial management, preferably in an international setting;
- Knowledge of IPSAS and/or IFRS required for external candidates.
- Language Requirements:
- Fluency in English;
- Knowledge of any other UN languages (French/Spanish/Arabic/Russian/Mandarin) is a plus.
- 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.