Consultancy – Job Costing Specialist, BMS/OFM


Location : Kuala Lumur, MALAYSIA
Application Deadline :27-Nov-22 (Midnight New York, USA)
Time left :0d 4h 26m
Additional Category :Management
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
16-Dec-2022
Duration of Initial Contract :8 Months
Expected Duration of Assignment :8 Months


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

The Office of Financial Management (OFM), Bureau for Management Services, supports the United Nations Development Programme (UNDP) in the promotion of its sustainable human development agenda. It achieves this by developing and making fully operational a dynamic and harmonized integrated resource management framework based on comprehensive analysis that enhances UNDP’s financial and administrative performance, as well as facilitates UN reform and coherence.  To these ends, the framework addresses strategically critical financial resource planning and management issues, including results based budgeting;  the integration of the Programming Arrangements and the Institutional Budget within the context of the integrated; enhanced cost classification and cost recovery;  capital budgeting; adherence to IPSAS;  foreign exchange and investment activities; corporate reporting of organizational assets;  performance management tools and initiatives;  and support to UN harmonization.

Effective and efficient integrated resources management is enabled through a continuous and robust process comprising:

  • Formulation and implementation of corporate financial and administrative strategies, policies and procedures;

  • Formulation, alignment, documentation and implementation of UNDP’s funding frameworks, assuring their integrity, viability and alignment with the Strategic Plan

  • Provision of policy guidance, advisory services and operational support to strengthen client capacities and help them achieve results, seeking to build consensus within UNDP and with key stakeholders on critical budgetary related matters requiring Executive Board legislation

  • Administration of the organization’s internal control framework, overseeing and monitoring financial management of all global UNDP offices, including through formulation/implementation of resource planning, management and oversight tools and reports.

  • Promoting clear accountability for financial transactions and producing financial statements, including financial reporting to donors and the UNDP Executive Board.

  • Providing corporate reporting guidance to ensure that fixed assets are adequately recorded in all locations.

The Financial Performance Management and Reporting (FPMR) Unit is the part of the Office of Financial Management (OFM) that is responsible for establishing the financial performance framework, policy and parameters in line with the corporate goals and UNDP’s Strategic Plan.

The consultant is expected to work under the functional leadership of the Chief, FPMR, and the Business Lead – Job Costing Implementation is the key business focal point responsible for the successful design, testing and implementation of timesheets and standard costs within UNDP’s new Oracle Cloud ERP system, currently under development.

UNDP currently uses a PeopleSoft ERP system, referred to internally as “Atlas” which was implemented in 2004 and comprises various modules including, Human Capital Management (HCM), Accounts Payable, General Ledger, Treasury, Assets Management, etc. To order improve internal processes and keep up with evolving industry standards, UNDP has embarked on the process of migrating from the PeopleSoft ERP to an Oracle Cloud ERP system, referred to as “Quantum” by UNDP and other participating UN agencies.

Quantum is currently in the realization phase and undergoing User Acceptance Testing (UAT). Actual implementation timeframe will be influenced by the results of the UAT and other outstanding issues.

The Chief Financial Officer (CFO) who heads OFM/BMS, is responsible for the implementation of the UNDP financial processes, including the accounting and business aspects of job costing, in Quantum. The overall implementation is managed by a project team established under the Chief Technology Officer within BMS.

Post initial Quantum roll-out, UNDP intends to leverage Oracle Time and Labour (OTL) functionality within Oracle Cloud HCM to comprehensively record time spent on various activities providing maximum visibility over its most valuable resource - its staff and contingent workforce.

The use of time sheets and standard costs represents best in class for costing of projects and services. It is expected to yield the following benefits:

  • Simplified costing and improved speed for budgeting, donor, and service proposal purposes

  • Enhanced ability to control project and service financial and management processes

  • Assurance that costs charged more accurately reflect the underlying effort

  • Detailed, auditable record of time/effort and related costs to stakeholders

Job costing through use of time sheets and standard costs is new to UNDP. As such, its implementation will require a range of new business processes, incorporating UNDP’s broader HR and financial reporting requirements, to be defined within OTL’s functionality. The Business Lead – Job Costing Implementation is expected to bring specific business knowledge and skills to drive this endeavour.


Duties and Responsibilities

With the purpose as defined above, the Business Lead – Job Costing Implementation will be responsible for achieving the following outputs:

  • In close collaboration with the Quantum project technical leads and key business stakeholders, presents management with the overall approach, options, and timeline for deployment of time & labour.

  • Define the detail design elements for the introduction of timesheets to:

    • Cover management of absences, over-time, corporate activities, etc.

    • Ensure accurate recording of costs through timely submission and approvals, process for alternate supervisors (remote location, detail assignment, matrix reporting), retroactive corrections, etc.

  • Develop the framework for establishing standard costs including:

    • Basis for deriving standard costs, including the various direct and indirect staff cost elements to be included/excluded for different population segments and UNDP office locations

    • Defines the detailed data requirements and collaborates with the Donor Reporting, Partnerships and Costing (PDI) team to build the model for developing detailed standard costs

    • Ensures total costs charged to projects via Job Costing closely reflect actual total payroll costs minimizing variance

  • Define and establish the accounting requirements, procedures and tools for Job Costing as follows:

    • The Chart of Account segments and entries to capture entries emanating from Job Costing to properly capture project costs based on actual time and standards as well as variances versus actual payroll costs via HCM.

    • A robust system of tracking and identifying source of variances and resolution of these with UNDP’s Global Shared Services Centre (GSSC) payroll team

    • Various options and process for disposition of variances including reallocation to projects and inclusion in various financial and donor reports. Fine-tunes standard costs to ensure variances are minimized; this will be especially critical during the early stages of deployment.

  • In collaboration with colleagues managing programme budgets and partnerships, develops the optimal roll-out strategy and timeframe in order to:

    • Minimize adverse impact on project budgets and program delivery

    • Ensure partner acceptance and incorporation of required changes in donor agreements & reports

  • In advance of Job Costing roll-out, leads the testing of timesheets on select population to identify operational and change management issues to streamline ensure full compliance.

The specific responsibility areas for the Consultant and the associated deliverables will include:

Output description

Projected completion date

Projected working days

Review and approval

% of payment

Milestone 1

Collaboration and coordination with Quantum project technical leads and key business stakeholders.

 

Output 1

Report presenting management with the overall approach, options, and timeline for deployment of time & labour in UNDP.

 

31 December  2022

10 days

 

Chief of Accounts

15%

Milestone 2

Define the detail design elements for the introduction of timesheets.

 

Output 2

  • Analysis document that covers management of absences, over-time, corporate activities, etc.
  • Ensure accurate recording of costs through timely submission and approvals, process for alternate supervisors (remote location, detail assignment, matrix reporting), retroactive corrections, etc.

31 January 2023

21 days

Chief of Accounts

15%

Milestone 3

Develop the framework for establishing standard costs.

 

Output 3

Framework document that includes:

  • Basis for deriving standard costs, including the various direct and indirect staff cost elements to be included/excluded for different population segments and UNDP office locations.
  • Defines the detailed data requirements and collaborates with the Donor Reporting, Partnerships and Costing (PDI) team to build the model for developing detailed standard costs.
  • Ensures total costs charged to projects via Job Costing closely reflect actual total payroll costs minimizing variances.

28 February 2023

18 days

Chief of Accounts

15%

Milestone 4 (Analyse & Verify)

 

Define and establish the accounting requirements, procedures and tools for Job Costing.

 

Output 4

Report document that includes:

  • The Chart of Account segments to capture entries emanating from Job Costing to properly capture project costs based on actual time and standards as well as variances versus actual payroll costs via HCM.
  • A robust system of tracking and identifying source of variances and resolution of these with UNDP’s Global Shared Services Centre (GSSC) payroll team.
  • Various options and process for disposition of variances including reallocation to projects and inclusion in various financial and donor reports.
  • Fine-tunes standard costs to ensure variances are minimized; this will be especially critical during the early stages of deployment.

 

15 April 2023

32 days

 

Chief of Accounts

25%

Milestone 5 (Testing and full compliance):

Testing in advance of Job Costing roll-out for UNDP.

 

Output 5

  • Leads the testing of timesheets on selected population to identify operational and change management issues to streamline ensure full compliance.
  • Present results to management.
  • Ensure full roll-out by June 2023.

 

31 May 2023

32 days

Chief of Accounts

10%

Milestone 6

Develop the optimal roll-out strategy and timeframe.  

 

Output 6

Strategy document that covers:

  • Minimal adverse impact on project budgets and program delivery.

Ensures that partner acceptance and incorporation of required changes in donor agreements & reports.

15 July 2023

32 days

Chief of Accounts

20%

The consultant will be responsible for taking part in various meetings. The consultant will be expected to organize and attend various meetings and incorporate ongoing feedback for the assignment outputs and updates to the CFO and Chief of Accounts.


Competencies

  • Sensitivity to cultural, gender, religion, race, nationality, and age differences.
  • Demonstrated ability to provide guidance and oversight in payroll accounting, standard costing,  and timesheet management, including the formulation and implementation of policies in this area.  
  • Proven skills and ability to identify issues, formulate opinions, draw conclusions, and recommend solutions.
  • Strong accounting and financial management skills.
  • Knowledge of the financial management frameworks, programme policies & procedures of UNDP and/or similar International Organizations.
  • Thorough & proven understanding of accounting standards, standard costing principles and treatments, including on time sheet management and payroll variances, as well as common business and project management practices.
  • Strong communication skills including the ability to listen actively and respond effectively
  • Strong report writing skills and ability to produce quality and timely outputs.
  • Ability to assess accounting treatment based on relevant accounting standards, principles, operating/business models, UNDP’s FRRs, UNDP’s POPP and risks and correctly prioritize any necessary action with the largest business and improvement impact.
  • Knowledge of HR and payroll services, job costing, UN rules and regulations, including strong knowledge of UNDP HR and payroll functions/operations.
  • Exposure to Oracle Cloud ERP functionality for improved business results, simplification of transactions and reporting processes.
  • Conceptual understanding of architecture, design, and working of advanced integrated management systems, preferably of Oracle Cloud ERP.


Required Skills and Experience

Academic qualifications:

  • Advanced (Masters) University Degree in Business Administration, Finance/Accounting, or a relevant discipline. Required

  • Professional accounting qualification from an internationally recognized institute of accountancy, would be an added advantage.

  • Preference will be given to candidates with the professional accounting qualification certificate from an internationally recognized institute of accountancy.

 

Experience:

  • A minimum of 7 years of professional and progressive work experience in an accounting and financial management capacity at the international level.

  • Experience and knowledge in payroll accounting and employee benefits.

  • Relevant experience should also include knowledge of ERP systems (preferably with exposure to Oracle Cloud ERP), working knowledge of UN payroll systems, and job costing in a business setting.

  • Experience in developing standard costing drivers for timesheets usage is required.
  • Experience and understanding of IPSAS or IFRS utilized by international organizations is required
  • Experience with UN organizations or comparable international INGOs will be an added advantage

 

Language:

  • Fluency in written and spoken English is required;

  • Working knowledge of another UN language particularly Spanish and French would be an asset

 

Application Procedure

The application package containing the following (to be uploaded as one file):

  • A cover letter with a brief description of why the Offer considers her/himself the most suitable for the assignment;

  • Personal CV or P11, indicating all past experience from similar projects and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3) professional references;

Note: The above documents need to be scanned in one file and uploaded to the online application as one document.

Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.

 

  • The financial proposal shall specify a total lump sum amount, and payment terms around the specific and measurable deliverables of the TOR. Payments are based upon output, i.e. upon delivery of the services specified in the TOR, and deliverables accepted and certified by the technical manager.

  • The financial proposal must be all-inclusive and take into account various expenses that will be incurred during the contract, including: the daily professional fee; (excluding mission travel); living allowances at the duty station; communications, utilities and consumables; life, health and any other insurance; risks and inconveniences related to work under hardship and hazardous conditions (e.g., personal security needs, etc.), when applicable; and any other relevant expenses related to the performance of services under the contract.
  • In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.
  • If the Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.

The Financial Proposal is to be emailed as per the instruction in the separate email that will be sent to shortlisted candidates.

 

Evaluation process

Applicants are reviewed based on Required Skills and Experience stated above and based on the technical evaluation criteria outlined below.  Applicants will be evaluated based on cumulative scoring.  When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

  • Being responsive/compliant/acceptable; and
  • Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weighs 70% and Financial criteria/ Proposal weighs 30%.

 

Technical evaluation - Total 70% (70 points):

  • Criteria 1. Seven years of relevant experience in advising senior management of large international organizations on standard costing; Maximum Points: 10.
  • Criteria 2. Minimum of 7 years experience and knowledge in payroll accounting and employee benefits; Maximum Points: 10.
  • Criteria 3. Experience and knowledge of ERP systems (exposure to Oracle Cloud ERP), working knowledge of UN payroll systems, and job costing in a business setting; Maximum Points: 10.
  • Criteria 4: At least 5 years of experience in developing standard costing drivers for timesheets usage; Maximum Points: 20
  • Criteria 5: Minimum of 7 years experience with developing organization policies as well as accounting policies and procedures for international organizations; Maximum Points: 10.
  • Criteria 5: Minimum of 7 years experience and understanding of IPSAS or IFRS utilized by international organizations;Maximum Points: 10.

Candidates obtaining a minimum of 70% (49 points) of the maximum obtainable points for the technical criteria (70 points) shall be considered for the financial evaluation.

Financial evaluation - Total 30% (30 points)

The following formula will be used to evaluate financial proposal:

p = y (µ/z), where

p = points for the financial proposal being evaluated

y = maximum number of points for the financial proposal

µ = price of the lowest priced proposal

z = price of the proposal being evaluated

 

Contract Award

Candidate obtaining the highest combined scores in the combined score of Technical and Financial evaluation will be considered technically qualified and will be offered to enter into contract with UNDP.

Institutional arrangement

The consultant will work under the guidance and direct supervision of Chief Finance Officer and will be responsible for the fulfilment of the deliverables as specified above.

Payment modality

  • Payments are based upon output, i.e. upon milestone delivery of the services specified above and deliverables accepted and upon certification of satisfactory completion by the manager. 
  • The work week will be based on 35 hours, i.e. on a 7 hour working day, with core hours being between 9h00 and 18h00 daily.



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