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Finance Assistant – NPSA 5 (Short term for Malaysian Nationals only)

UNDP - United Nations Development Programme

Background

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 Specialist/Analyst, the Finance Assistant works collaboratively within the GSSC Finance Service Delivery Teams with a client-oriented approach.

Duties and Responsibilities

Duties and Responsibilities

1. A) Ensures administration and 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 GSSC 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.
     

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

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

People Management (Insert below standard sentence if the position has direct reports.)

 

UNDP People Management Competencies can be found in the dedicated .

 

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area

Name

Definition

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, analysing 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

Required Skills and Experience 

Min. Academic 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

Min. years of relevant Work 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

Required skills and competencies

  • Experience in the usage of computers and MS Office packages
  • Advanced knowledge of spreadsheet and database packages.
  • Hands-on experience with CRM.Hands-on experience with Enterprise Resources Planning (ERP), preferably with PeopleSoft/Oracle.
  • Knowledge of IPSAS and/or IFRS is required for external candidates.

Required Language(s) (at working level)

  • Fluency in English. Knowledge of any other UN languages (French/Spanish/Arabic) is desirable

Professional Certificates

  • A professional accounting qualification from an internationally accredited institute of accountancy

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