Finance Associate (For Malaysian Nationals Only) (FOR ROSTER)
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 provides leadership in execution of financial services ensuring effective and transparent utilization of financial resources and integrity of financial services. The Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.
The Finance Associate is responsible to perform the below financial functions, including but not limited to:
- General Accounting
- Revenue accounting
- Fixed Assets
- Inventory Accounting
- Global Payroll
- Financial Resources Management
- Treasury and cash transactions
Duties and Responsibilities
Summary of Key Functions:
- Administration and implementation of operational and financial management strategies;
- Administration of budgets and effective cost recovery;
- Accounting, finance and administrative support;
- Cash management;
- Facilitation of knowledge building and knowledge sharing.
Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:
- Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
- Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management;
- Implementation of cost sharing and trust fund agreements, elaboration of conditions of contributions within resource mobilization efforts;
- Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:
- Preparation and modifications of budgets for UNDP projects, follow up with HQs on authorized spending limits (ASL) for management projects;
- Establishment of criteria for pro-ration of Agencies contributions to the common services account, preparation and modifications of the common services budget and follow up on timely recovery of payments;
- Implementation of the control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus ASL, follow up with HQs on ASL for development projects, maintenance of the General Ledger;
- Presentation of thoroughly researched information for planning of financial resources, reports containing analysis of the financial situation;
- Timely preparation of cost-recovery bills in Atlas for the services provided by, elaboration and implementation of the income tracking system and follow up on cost recovery.
Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:
- Proper control of the supporting documents for payments, review of financial reports for NEX projects;
- Approval of vendors in Atlas (as a senior member of the Finance team);
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; travel claims, MPOs and other entitlements are duly processed;
- Coordination and review of accounts closure;
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues;
- Maintenance of the Accounts Receivables for UNDP projects and follow up with partners on contributions;
- Timely VAT reimbursements, payment of GLOC by the Government;
- Proper receipting of goods and services and establishment of accruals.
Ensures proper cash management functioning focusing on achievement of the following results:
- Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application;
- Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions;
- Alternate to Finance Analyst (or Operations Manager) as primary contact with bank management on routine operational matters including negotiation of exchange rate on replenishment;
- Approval and submission of monthly UN exchange rate report to Treasury.
- Timely and accurate preparation of bank reconciliations;
- Selecting bank transfers and deals for approval and settlements;
- Performing Paycycle manager role in Atlas;
- Timely preparation of monthly cashflow forecast for use by Operations Manager/Finance Analyst. Liaison with UN Agencies to obtain estimate of their cash requirements;
- Alternate as cashier for cash disbursements made on site.
Support the provision of revenue and treasury accounting services ensuring high quality, accuracy and consistency of work in line with the Standard Operating Procedures, UNDP Financial Rules and Regulations and IPSAS standards.
- Timely and accurate recording of accounting and financial records. Ensures completeness of Revenue and Treasury operations for UNDP and other organizations served by UNDP;
- Performs the bank reconciliation process and resolve accounting issues of bank accounts. The lessons learned from these processes are used for continuous improvement and further enhancement of the bank reconciliation process;
- Conducts accounts analysis between sub-system and GL in ERP, to prepare accounts reconciliations, identify differences and take corrective actions;
- Review, analyze and recommend improved work processes in order to resolve queries relating to revenue, treasury and the accounting implications;
- Support the Team Lead in the preparation of investment financial schedules, internal reports production of working papers and variance analysis reports and support to the preparation of annual financial statements;
- Defines relevant data, processes, systems to be performed and relevant analysis by recording its activities, analyzing discrepancies and participating in continuous improvement exercises.
Provide financial analysis services to the business areas of finance and administration.
- Timely and accurate recording of General Ledger transactions (assets, cash, investment, and others);
- Analyze accounts and prepare accounts reconciliations, match records, identify and age difference, reporting aging balances. Identify corrective actions. When action plan is approved, ensures actions are taken and keep track of pending items to alert management when necessary;
- Assist the Lead to ensure financial data integrity, through running his/her own checks and diagnostics and through implementation of rigorous monitoring. Prepares reports and local declaration formats;
- Support the Lead in implementing the accounting and closing calendars, report deviances, if any and ensure clients are aware of the situation;
- Support the implementation of the Internal Control Framework;
- Keep track of tasks performed, propose improvement actions and participate in continuous process improvement effort.
- Assist the Finance Analyst in activities such as contract management, vendor management, RFP, Purchase Order Management, recording invoices, accounts payable, travel and other vendor payments. When authorized, by segregation of duties and FRR, manage vendor master data;
- Perform accounting tasks as described in SOPs such as:-
- Invoice recording in ERP, verifying the conformity of invoices format, dealing with supplied and with invoice approver, when necessary;
- Analyzing accounts payables, preparing reconciliations and corrective actions and monitoring late payments;
- Checking that no double payment occurs, interfacing with Treasury.
- Managing payment batches with adequate controls.
- Analyze and reconcile payables accounts and monitor aging of invoices. Prepare adequate documentation to allow the discussions with people in charge of receipts, invoice approvers, procurement.
- Record and manage late payments records, aging of pending invoices, credits awaited;
- Assist and escalate where necessary all sourcing supplier management, contract negotiations, accounts payable, procurement, payment related inquiries;
- Send update requests to people making receipts or invoice approvers.
- Calculate costs of operations, inventories, entities, based on data available in databases. Ensure the method used is consistent and will allow audits as well as comparisons.
- S/he will keep track of its activity to improve regularly the team processes, in a continuous improvement culture.
Ensures facilitation of knowledge building and knowledge sharing in the focusing on achievement of the following results:
- Organization of training for the staff on financial management;
- Synthesis of lessons learnt and best practices in financial management;
- Sound contributions to knowledge networks and communities of practice.
- Ability to make new and useful ideas work
- Ability to persuade others to follow
- Ability to improve performance and satisfaction
- Ability to listen, adapt, persuade and transform
- Ability to get things done
Financial Reporting and Analysis
- Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner
- Ability to examine and verify accounts and records
- Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations
Financial Planning and Budgeting
- Ability to create and manage processes to achieve UNDP's long and short-term financial goals
Functional Technical Knowledge
- Firm understanding of business intelligence tools, and the architecture and design of advanced integrated management systems, preferably including PeopleSoft.
- Ability to efficiently handle and share information and knowledge
- Ability to identify and execute opportunities to improve operational efficiency
- 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 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;
- Long-listed candidates will be required to undergo the UNDP Accountancy & Finance Test.
- Minimum 7 years with secondary school education or 4 years with a degree, of progressively responsible finance and accounting experience is required.
- Knowledge of IPSAS and/or IFRS is required for external candidates.
- Fluency in English is a requirement;
- Knowledge of any other UN languages (French/Spanish/Arabic/ Chinese/Russian) 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;
- Hands-on experience with Enterprise Resource Planning (ERP), preferably with ATLAS (PeopleSoft) is desirable.
Important applicant information
Internal mobility at GSSU is strongly encouraged and we reserve the right to reassign the newly appointed staff members with similar skillset and educational qualifications for similar functions and job categories at the same level in GSSU. The internal lateral movements will be determined based on the needs of the organization while allowing the newly recruits to broaden their skills, build networks and gain fresh experience and to better align their profiles with the jobs.
All posts in the GS categories are subject to local recruitment.
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.
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