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UNDP G5 Finance Assistant

Job Title: UNDP G5 Finance Assistant
Contract Type: Permanent
Location: Kuala Lumpur
Industry:
Salary: RM Attractive
Contact Name: Maheswary Kandasamy
Contact Email: maheswary.kandasamy@ellwoodconsulting.com.my
Job Published: October 20, 2021 15:51

Job Description

About the client

In May 2019, The United Nations Development Programme (UNDP) approved the expansion of services of its Global Shared Services Unit (GSSU). With offices in Copenhagen, Kuala Lumpur and Istanbul, the GSSU services over 180 countries, 40,000 personnel and more than 40 other UN Agencies and Organizations. Through its functional lines, GSSU 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 GSSU within the UNDP 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 GSSU in Kuala Lumpur. The main objective for the clustering of shared services is to ease the provision of support services, thereby enabling Country Offices to focus its core purpose of supporting national development programmes. The GSSU is led by the Deputy Director of BMS. The Management Committee (MC), comprised of the BMS Director and Deputy Director, the Chief Financial Officer, and the Director of the Office of Human Resources, provides overall direction and guidance to the GSSU and reviews reports on the status and performance of transaction service centers. It also provides oversight for the transitional process, including new functions moving into the GSSU. Operational Level Agreements (OLAs) will be instituted for internal performance agreements with OFRM.

 

About the role

The Finance Assistant may have to work for different regional bureaus and offices depending on management needs and workload evolutions. Under the guidance and direct supervision of the Finance Specialist or Analyst, the Finance Associate provides guidance in the 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 Assistant is responsible for supporting the work assigned to the Finance sub-unit depending on management needs and workload evolutions. Under the guidance and direct supervision of the Finance Analyst/Associate, the Finance Assistant is responsible to perform any of the financial functions listed below, including but not limited to:

  • Payable Services.

  • Revenue Services & Contribution Management Services.

  • General Accounting Services.

  • Project Accounting Services.

 

Your responsibilities

Ensures administration and implementation of operational and financial management strategies, adapts processes and procedures focusing on achievement of the following results:

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 (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.
 

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 GSSU 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.

 

You will have

  • SPM or Bachelor’s degree in Finance/Accountancy/Economics/Commerce/ Business/Business Administration OR 

  • Masters in the above subjects OR 

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

  • Candidate is required to pass the UNDP Accounting and Finance Test (AFT).

  • 5 years with SPM OR 

  • 3 years with a Bachelors’ degree in Finance/Accountancy/Economics/ Commerce/ Business/Business Administration OR

  • 1 year of experience with Masters in the above subjects OR 

  • 1 year with Professional accounting qualification.

  • 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.