UNDP Jobs - 70978- Payments Associate, BMS/OOLTs

Payments Associate, BMS/OOLTs

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

Individual Contract

Starting Date :

03-Apr-2017

Application Deadline :

15-Mar-17 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

6 months

Languages Required :

English

Expected Duration of Assignment :

possible extension

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

In the United Nations Development Programme, the General Operations Unit (GOU) is entrusted with the payment and the reconciliation of the centralized travel ticket account – Citibank Central Travel Account (CTA). The CTA is also used by UNFPA, UN Women and UNCDF, for their official travel. The payment of the CTA invoices is through ATLAS (PeopleSoft), in the Travel and Expenses module, through the ticket reconciliation tool. Several ATLAS generated reports are used to review the accuracy and completeness of invoice data before releasing payments.

The accuracy of ticket invoice payment reconciliation and analytical reports are critical to decision making and directly impacts the management of financial resources.

Due to increasing volume of transactions as a result of clustering, GOU is seeking the services of Payments Associate for six months. Under the supervision and guidance of the Finance and Budget Associate, the Payments Associate supports the delivery of financial services and ensures effective and transparent utilization of financial resources and exercises financial review and analysis of the activities undertaken through the Travel Management Service provider in HQ Central Travel card Account.

The purpose of this procurement exercise is to contract an individual consultant who under the supervision and guidance of the Finance and Budget Associate, will provide support to the delivery of financial services and ensures effective and transparent utilization of financial resources and exercises financial review and analysis of the activities undertaken through the Travel Management Service provider in HQ Central Travel card Account.

Duties and Responsibilities

Assist Finance and Budget Associate managing Citi CTA reconciliation and payments in performing the following functions:

Review and examining of monthly charges on the Citi CTA;
Reconciliation of Citi CTA monthly bill and operating T&E module relating to the CTA;
Communication with UNDP Travel Agent and client departments/agencies on securing approved travel requests for processing transactions and to enable clearance of reconciling items;
Ensuring that the exceptions to the travel payment card account matching are identified and brought to the attention of Travel agent and to the supervisor for resolution;
Ensuring that errors, if any, are resolved with corresponding units on a timely basis, and payments are released within stipulated timelines;
Monitoring of the unused travel reports for ticket charges in T&E and processing TR release and collection of ticket surcharge;
Preparation of monthly CTA reconciliation reports, and other reports on ticket expenditure/payments analysis required by management;
Providing information and clarification to HQ Operating Units on the official use of the CTA;
Performing other necessary duties related to GOU payments as requested by the supervisor.

Expected outputs and deliverables:

Completion of monthly CTA reconciliation by COB of 15th date following the reporting month;
All reconciling items are cleared within 30 calendar days after the statement date;
Working documents are updated simultaneously;
Any additional outputs related to CTA ticket reconciliation.

Competencies

Organization;

Demonstrates professional competence and is conscientious and efficient in meeting commitments, observing deadlines and achieving results

Team Player;

Displays open, co-operative behavior with other team members

Self-Management;

Remains calm and in control, and good humored even under pressure
Demonstrates respect and a clear interest in people by what he/she says and does

Drive to Achieve Results

Focuses on achieving results for external and internal clients

Communication

Speaks and writes clearly and effectively

Required Skills and Experience

Academic qualifications:

Bachelor’s degree in Business Administration, Commerce, Accounting, Finance or equivalent discipline.

Years of experience:

A minimum of 7 years of professional accounting experience is required;
Minimum of 3 years’ relevant experience in reconciliation is required;
Experience in the usage of computers and office software packages and experience in handling of web based management systems is required;
Knowledge of ERP systems (Familiarity with PeopleSoft is an advantage);
Good Microsoft Excel skills.

Language:

Fluency in written and spoken is required;
Working knowledge of another UN language would be an asset

Application Procedure

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

Online application with brief description of why the Offer considers her/himself the most suitable for the assignment; and
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 should specify an all-inclusive daily fee (based on a 7 hour working day - lunch time is not included - and estimated 21.75 days per month).
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; cost of travel from the home base to the duty station and vice versa, where required; 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% (700 points):

Criteria 1. 7 years of relevant professional accounting experience Weight = 20%; Maximum Points: 200;
Criteria 2. 3 years relevant experience in reconciliation Weight = 10 %; Maximum Points: 100;
Criteria 3. Experience in the usage of computers and office software packages and experience in handling of web based management systems Weight = 10 %; Maximum Points: 100;
Criteria 4: Knowledge of ERP systems (Familiarity with PeopleSoft) Weight = 10 %; Maximum Points: 100;
Interview: Weight = 20 %; Maximum Points: 200.

Having reviewed applications received, UNDP will invite the top three/four shortlisted candidates for interview. Please note that only shortlisted candidates will be contacted.

Candidates obtaining a minimum of 70% (490 points) of the maximum obtainable points for the technical criteria (700 points) shall be considered for the financial evaluation.

Financial evaluation - Total 30% (300 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 Finance and Budget Associate, and will be responsible for the fulfilment of the deliverables as specified above.

Payment modality

Payment to the Individual Contractor will be made based on the actual number of days worked, 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.