UNDP Jobs - 48206- Finance/Global Payroll Assistant (READVERTISEMENT)

Finance/Global Payroll Assistant (READVERTISEMENT)

Location :

Kuala Lumpur, MALAYSIA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

02-Aug-14 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

One year, with possibility of extension

Languages Required :

English

Expected Duration of Assignment :

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

THIS IS A READVERTISEMENT; THOSE WHO HAVE APPLIED PREVIOUSLY NEED NOT REAPPLY.

Please follow the application instructions below (bearing in mind to upload the P-11 form instead of your CV/resume). APPLICATIONS WITHOUT THE FULLY COMPLETED P-11 FORM WILL NOT BE CONSIDERED.
1) Please click on the "Apply now" button.
2) Input your information in the appropriate Sections : personal information, language proficiency, education, resume and motivation. You can type in, or paste your Resume into the last box.
3) Upon completion of the first page, please hit "submit application" tab at the end of the page.
4) On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed (if possible) UNDP Personal History Form (P-11) which can be downloaded at http://www.my.undp.org/content/malaysia/en/home/operations/jobs/
When completing the Form and, even though not currently requested, please include email addresses for your Supervisors. Without the completed and signed P11, your application will not be considered.
5) Only short-listed candidates will be contacted and please ensure that copies of your educational qualifications are available when contacted.
6) Only applications received on the website with the completed P-11 will be considered for this position.

Whilst we appreciate the individual effort put into your application, only short listed candidates will be notified within 2 weeks after the closing date.

Duties and Responsibilities

Under the guidance and supervision of the ARR (Operations), the Finance/Global Payroll Assistant provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Finance/ Global Payroll Assistant promote a client, quality and results-oriented approach.

The Finance/ Global Payroll Assistant works in close collaboration with the Operations, staff in the organizational Unit, staff in the CO and other UN agencies staff to ensure consistent service delivery.

Summary of Key Functions:

   - Implementation of operational strategies
   - Accounting and administrative support
   - Global payroll
   - Effective administrative support and efficient function of the Unit
   - Facilitation of knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

- Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Input to business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance and HR in consultation with the direct supervisor and office management.

2. Provides accounting and administrative support to the Finance Unit and performs Global payroll functions focusing on achievement of the following results:

- Proper control of the supporting documents for payments and financial reports for organizational Unit; preparation of all types of vouchers
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas;
- Global payrolls processing in Atlas, payrolls are duly prepared; travel claims, and other entitlements are duly processed.
- Creation/update of positions in Atlas, association of positions to chart fields (COAs), update of COA information in Atlas. Preparation of contracts (ICs, SCs) as required.
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
- Presentation of information on the status of financial resources as required.
- Maintenance of the proper filing system for finance records and documents.

3. Provides effective administrative support and ensures efficient function of the Unit focusing on achievement of the following results:

- Maintenance of the GSSC staffing table.
- Collection of background information for submissions to the CRP.
- Maintenance of proper filing system for HR records and documents.
- Preparation of routine correspondence, faxes, memoranda and reports.
- Extracting, inputting, copying and filing data from various sources.

4. Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

- Organization of trainings for the Global Shared Service Centre staff.
- Synthesis of lessons learnt and best practices
- Sound contributions to knowledge networks and communities of practice.

Impact of Results
The key results have an impact on the execution of the services performed in terms of quality and accuracy of work. Accurate data entry and presentation of financial information enhances UNDP capability in information and a client-oriented approach.

Competencies

Corporate Competencies:

- Demonstrates commitment to UNDP’s mission, vision and values
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning
- Shares knowledge and experience
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
- Ability to perform a variety of standard tasks related to financial resources management, including screening and collecting documentation, financial data processing, filing, provision of information
- Good knowledge of financial rules and regulations, accounting
- Strong IT skills
- Ability to provide input to business processes re-engineering, implementation of new system

Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure

UNDP Accounting and Finance Training and certification

Required Skills and Experience

Education:
Secondary Education. Specialized certification in Accounting and Finance desirable. University Degree in Business or Public Administration desirable, but it is not a requirement

Experience:
5 years of relevant finance and administrative experience at the national or international level is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:
Fluency in the UN and Bahasa Malaysia

Application Information:
All applications must include (as an attachment) the completed UNDP Personal History form (P-11) which can be downloaded from http://www.my.undp.org/content/malaysia/en/home/operations/jobs/. Kindly note that the system will only allow one attachment. Applications without the completed UNDP P-11 form will be treated as incomplete and will not be considered for further assessment.