Finance Assistant

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

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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

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 compliant 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 in a 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 deviations from Service Agreements.
• Assist in functions relating to the Procure-to-Pay lifecycle.
• Perform accounting tasks such as recording invoices, analyzing accounts payable, and monitoring late payments.
• Analyze payable accounts and monitor aging of invoices, payments 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 accounts and preparation of reconciliations against sub-ledgers with correct Chart of Account (COA) combinations, reporting 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.

Core Competencies

• 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.
• 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.

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 Bachelor's 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 and 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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