Finance Associate, Kuala Lumpur, Malaysia

Organization: UNDP - United Nations Development Programme

Country: Malaysia

City: Kuala Lumpur

Office: UNDP Country Office Malaysia

Closing date: Sunday, 31 July 2022

Agency: UNDP

Title: Finance Associate (for Malaysian Nationals only) - Recruitment for Roster

Job ID: 42058

Practice Area - Job Family: Management - FINANCE

Vacancy End Date: (Midnight New York, USA) 31/07/2022

Duty Station: Kuala Lumpur, Malaysia

Education & Work Experience: C-HS Graduate or Equivalent - 6 year(s) experience, G-Bachelor’s Level Degree - 3 year(s) experience

Languages: Required: Desired: English

Grade: G6

Vacancy Type: FTA Local

Posting Type: External

Bureau: Management

Contract Duration: 2 Year with possibility for extension

Background

With offices in Copenhagen, Kuala Lumpur, Dakar, Amman, Panama City and Istanbul, the Global Shared Services Centre (GSSC) services over 180 countries, 40,000 personnel and more than 40 other UN Agencies and Organizations. Through its functional service lines, GSSC 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 GSSC is led by the Director, who reports to the Director of Bureau for Management Services (BMS). Reporting to the Finance Analyst/Associate, the Finance Assistant works collaboratively within the GSSC Finance Service Delivery Teams with a client-oriented approach.

Duties and Responsibilities

1.) Ensures administration and implementation of operational finance strategies, 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 and follow-up 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 Standard Operating Procedures in Finance in consultation with office management.

Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

Review, analyse and recommend improved work processes

2.) Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results

Proper control of the supporting documents for payments, review of financial reports for NEX projects.

Approval of vendors in ERP (as a senior member of the Finance team).

Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in ERP; payrolls are duly prepared; travel claims, MPOs and other entitlements are duly processed.

Coordination and review of accounts closure and project closure

Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financial data issues.

Maintenance of the Accounts Receivables for UNDP projects and follow up with partners on contributions.

Timely and accurate recording of General Ledger transactions (assets, cash, investment, and others).

Support the Team Lead 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, analysing discrepancies, and participating in continuous improvement exercises.

Timely and accurate recording of accounting and financial records. Ensures completeness of Revenue and Treasury operations for UNDP and other organizations served by UNDP.

Conducts accounts analysis between sub-system and GL in ERP, to prepare accounts reconciliations, identify differences and take corrective actions.

3.) Ensures proper cash management focusing on achievement of the following results:

Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.

Daily review of zero-balance account bank statements in ERP to monitor imprest level; identification and recording of contributions.

Alternate to Finance Analyst (or Operations Manager) as primary contact with bank management on routine operational matters including negotiation of exchange rate on replenishment.

Approval and submission of monthly UN exchange rate report to Treasury.

Timely and accurate preparation of bank reconciliations.

Selecting bank transfers and deals for approval and settlements.

Performing pay cycle manager role in ERP.

Timely preparation of monthly cashflow forecast for use by Operations Manager/Finance Analyst. Liaison with UN Agencies to obtain estimate of their cash requirements.

Alternate as cashier for cash disbursements made on site.

4.) Ensures quality assurance and compliance with regulations and rules, best practice and guidance:

Performs post facto reviews of transactions and works with relevant offices to address any impediments/improve service.

Completes reports on spot/check findings and provide recommendations for remedial action.

Monitors and updates the GSSU risk register in consultation with GSSU Service Teams Leads.

Supports development and training in respect of service lines, workflows, and standard operating procedures to be amended or optimized.

Supports standardization through developing and establishing quality assurance mechanisms and assists in the development of the training and onboarding process for new GSSU staff.

5.) Supervisory/Managerial Responsibilities: The Finance Associate functions as team lead within the service delivery team, overseeing the work of more junior colleagues as required.

Competencies

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area

Name

Definition

Finance

Audit (General)

Understands how regulations and professional standards in internal and external audit underpin audit work in the public services.

Understands the key stages of audit work, including planning, documentation, testing and reporting. Ability to examine and verify accounts and records.

Understands wider mechanisms for assurance and scrutiny.

Understands the law and best practice relating to anti-bribery and corruption controls and the fraud risks faced by public bodies.

Finance

Accounting (General)

Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations.

Finance

Financial planning and budgeting

Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analysing and reporting

Finance

Financial reporting and analysis

Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring.

Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance.

Business Development

Knowledge

Generation

Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Business Direction and Strategy

Business Acumen

Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.

Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.

Business Management

Operations Management

Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.

Knowledge of relevant concepts and mechanisms.

Required Skills and Experience

Education

Completion of Secondary education is required with specialized certification in Accounting and/or Finance OR

Bachelor’s degree in Finance/Accountancy/Economics/Commerce/ Business/Business Administration will be given due consideration

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

Long listed candidates may be required to take the UNDP Accounting and Finance Test (AFT)

Experience, Knowledge, and Skills

Minimum 6 years with secondary school education or 3 years with a Bachelors‘ degree of relevant experience in finance at the national or international level

Experience in the usage of computers and MS Office packages

Advanced knowledge of spreadsheet and database packages.

Hands-on experience with CRM.

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

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

Language Requirements

Fluency in English. Working knowledge of other UN language (French/Spanish/Arabic) desirable.

Disclaimer

Important applicant information

Internal mobility at GSSU is strongly encouraged and we reserve the right to reassign the newly appointed staff members with similar skillset and educational qualifications for similar functions and job categories at the same level in GSSU. The internal lateral movements will be determined based on the needs of the organization while allowing the newly recruits to broaden their skills, build networks and gain fresh experience and to better align their profiles with the jobs.

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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Link to the organization’s job posting: https://unjobs.org/vacancies/1657462489754