United Nations Development Programme (UNDP)

Finance Associate (Payroll Finance Function)

United Nations Development Programme (UNDP)

Job Description

The United Nations Development Programme (UNDP) is the Global Development network of the United Nations system that is on the ground in over 140 countries, with its Headquarters in New York, USA. The Bureau for Management Services (BMS) is a central Bureau tasked with the development of corporate strategies, policies, tools and systems in key cross-cutting management areas. Drawing on sound analytics and a risk-management approach, BMS supports the achievement of development results through management advice, innovative business solutions, and other corporate services in line with international best practices and evolving needs and expectations of development partners. BMS also ensures policy adherence in operations management within UN Rules & Regulations, safeguarding UNDP’s accountability vis-à-vis Member States and other stakeholders.
About the role As part of this commitment, UNDP adopted International Public Sector Accounting Standards (IPSAS) on 1 January 2012, and established the Global Shared Service Unit (GSSU) to serve UNDP’s network of offices (covering 166 countries around the world) in the provision of financial, accounting and procurement services. In addition to their day-to-day operations, the GSSU supports UNDP’s country offices through transactions support training where needed. To support sustainable human development, UNDP’s main resource is people. The GSSU Payroll Finance Unit (PFU) supports staff based in 166 locations in 140 currencies. HR Finance Associate function is a then a critical and material financial subject for UNDP. For these HR finance functions, GSSU PFU supports all processes related to internal control, payroll finalization, pension Administration and payroll accounting, third party disbursement of payroll deductions, after-service health insurance accounting, valuation of longer-term and short-term liabilities, inter-agency billing for staff costs, positions management, income tax reporting for USA staff, audit of receivables and final pay entitlements for separating staff and monitoring/reconciliation of staff receivables accounts. The team also develops and disseminates operational guidance on recording of employee benefits under IPSAS and supports the corporate financial accounting activities for the recording of period and post-employment employee benefits. Under the overall supervision and guidance of the Payroll/Accounts Specialist, the Finance Associate is responsible for providing technical and functional payroll expertise for the processing of payroll for UNDP and Agency International Professional (IP) and New York based General Service (GS) staff members. The Finance Associate also provides helpdesk and end-user support relating to IP and New York based GS payroll. S/he will improve regularly its processes, in a continuous improvement culture. Your responsibilities Perform accounting, processing, auditing and/or internal control tasks, as described in Standard Operating Procedures (SOPs) such as:
  • Review payroll results, execute analytical reports and coordinate with Staff Advisory Services, to ensure valid employee data setup for pension enrollment, recovery of staff receivables, medical insurance premium, garnishment, deductions for third parties and other earnings and deductions processed through HCM periodic payroll.

  • Provide pension administration support including audit of pension separation clearance documents, timely responses to Country Offices (COs) and other clients/customers on pension separation clearance process and other pension related matters.

  • Support execution of payroll accounting validation reports and update of the position chart of accounts for timely posting of the payroll results to general ledger.

  • Prepare vouchers for third party payments and support reconciliation of the payments with the payroll deduction register.

  • Coordinate with Staff Administrative Services and OFRM Treasury to account for unprocessed and unpaid salaries in the receivable accounts

  • Support review of the finalized payroll results using standard queries, maintain expense trend reports and compile exception reports for OFRM and Agency senior staff.

Support financial reconciliation and provide period-end closure support
  • Prepare aging reports for staff receivable, payable and other employee benefits accounts.

  • Support reconciliation of open item managed staff accounts for salary and related advances including recognition of foreign exchange gains and losses.

  • Reconcile liability accounts for pension, medical and life insurance and third-party payments.

  • Liaise with Atlas users to resolve transactional errors and provide functional and operational guidance for initiating undertaking corrective action.

  • Under the guidance of the approving officers, prepare adjustment and reclassification entries. Support the supervisor in the preparation of period-end working paper for management and audit review.

  • Process journals for invoices received from the partner agencies and other UN organizations for reimbursable services billing for settlement of employee related inter-agency transactions.

Analysis of account balances for IPSAS compliance
  • Review Country Office initiated financial transactions and verify the expense and liability accounts for conformity with operational guidance, staff regulations, period-end closure procedures and other standard operating procedures.

  • In accordance with the documented standard operating procedures, review the need for categorization of employee benefits expenses, prepare working papers and support disbursement and reconciliation of employee benefits related third party payments.

Additional reporting/Data Management, such as:
  • Assist in maintaining/creating position attributes in Coordination with the OFRM/CO process owners.

  • Liaise with the Country Offices to provide final financial clearance for the separating staff to the Staff Administrative Services.

  • Support enrollment of newly hired staff in the pension plan and process end-of-service pension clearance for separating staff.

Assume responsibility for special tasks and projects assigned by the supervisor and other GSSC managers. You will have
  • University degree in Finance or Accounting desirable.

  • 3 year with Bachelors and 6 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.

  • 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.

  • Experience of IPSAS or public accounting principles.

  • Advanced knowledge of spreadsheet and database packages.

  • Experience in handling of web-based Management Systems and ERP financials; preferably PeopleSoft.

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