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UNDP G7 Finance Associate

Job Title: UNDP G7 Finance Associate
Contract Type: Permanent
Location: Cyberjaya
Industry:
Salary: RM7,000 - RM8,000
Contact Name: Maheswary Kandasamy
Contact Email: maheswary.kandasamy@ellwoodconsulting.com.my
Job Published: November 18, 2020 13:12

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 Associate 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 Associate is responsible to perform 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:

  • Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system, Standard Operating Procedures (SOPs) and follow-ups 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 SOPs in Finance in consultation with 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.

  • Assist the team lead in managing the team and ensuring proper adherence to Service Level Agreements (SLAs) and contribute to the evolution of services proposed by GSSU management and the establishment of a continuous improvement environment.

  • Functions as alternate to the Finance Specialist/Analyst in managing day-to-day work.

  • Ensures administration of budgets, project financial closure and effective functioning of the optimal cost-recovery system focusing on achievement of the following results:

  • Modifications of budgets for UNDP projects and review and analyze financial transactions in sub-modules and General Ledger and other related pending items prior to project closure.

  • 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 and Cash balance.

  • 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 finance support to clients of the Finance Stream while ensuring high quality, accuracy and consistency of work in line with the SOPS, UNDP Financial Rules and Regulations (FRR) and IPSAS standards focusing on achievement of the following results:

  • 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 General Ledger (GL) in the ERP system (Atlas), 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 Team Leads 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.

  • Assist in preparing an annual Executive Board Report.

  • Prepare financial schedules, reports and working papers for internal reporting, external reporting, or audit.

  • Timely and accurate recording of GL transactions (assets, inventory, cash management, investment, bank-to-book (B2B), inter-UN agencies transactions 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 Team Leads 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 Team Leads in implementing the accounting, semi/annual certifications and closing calendars, preparing financial report, 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.

  • Provides support to the proper and accurate vendor and payment Arrangement and Monitoring focusing on the achievement of the following results:

  • Assist the Finance Specialist /Analyst in activities such as supervision of vendor management, recording invoices, accounts payable, travel and other vendor payments by Finance Assistants. When authorized, by segregation of duties and FRR, manage vendor master data.

  • Approve payments including confirming;

  • That the request is in line with the UNDP financial rules and regulations, procurement rules and the Internal Control Framework;

  • That the request for payment was approved by CO authorized signatories;

  • The request for payment is correctly coded including COA.

  • The appropriateness of exceptions brought to his or her attention by the finance staff; and

  • That there is no reason not to make the payment.

  • To fulfil the responsibilities described above, the Finance Associate must review supporting documentation provided by Country Offices. The list of documents varies depending on the nature of the transaction and the established GSSU SOPs.

  • Perform accounting tasks as described in GSSU SOPs such as: -

  • Analyzing accounts payables, preparing reconciliations and corrective actions.

  • Checking that no double payment occurs, interfacing with Treasury.

  • Managing payment batches with adequate controls.

  • Analyze and reconcile payables accounts and monitor aging account payable

  • Prepare adequate documentation to allow the discussions with people in charge of receipts, invoice approvers, procurement.

  • Ensure proper record of Value Added Tax (VAT) and monitor VAT aging.

  • Approval of vendors in Atlas. 

  • Keep track of activity to regularly improve team processes, in a continuous improvement culture.

  • Ensures facilitation of knowledge building and knowledge sharing in the Finance Unit focusing on the achievement of the following results:

  • 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.

 

You will have 

  • University degree in Finance or Accounting desirable.

  • 4 year with Bachelors and 7 years with SPM, of progressively relevant experience with finance/accounting.

  • Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage

  • Experience in the usage of computers and MS Office packages.

  • Advanced knowledge of spreadsheet and database packages.

  • Hands-on experience with CRMs, preferably with Oracle CX.

  • Hands-on experience with Enterprise Resource Planning systems (ERP), preferably with PeopleSoft/Oracle.

  • Knowledge of IPSAS and/or IFRS is required for external candidates. 

  • Shortlisted candidates by Ellwood Consulting will be required to undergo the UNDP Accountancy & Finance Test.

  • Fluency in English required.

  • Knowledge of any other UN languages (French/Spanish/Arabic) would be an asset.

  • Advanced knowledge of spreadsheet and database packages.