G6 Payroll Finance Associate, Roster (Malaysian Nationals Only)

As part of this commitment, UNDP adopted International Public Sector Accounting Standards (IPSAS) on 1 January 2012 and established the Global Shared Service Centre (GSSC) 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 GSSC supports UNDP’s country offices through transactions support training where needed. 

To support sustainable human development, UNDP’s main resource is people. The GSSC Payroll Finance Unit (PFU) supports staff based in 166 locations in 140 currencies. Payroll Finance Associate function is a then a critical and material financial subject for UNDP. 

For these payroll/HR/finance functions, GSSC PFU supports all processes related to internal control, payroll finalization and posting, pension administration and payroll accounting, third party disbursement of payroll deductions, after-service health insurance accounting, 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 some staff receivables accounts.

Position Purpose

The Payroll Finance Associate is responsible for providing support related to payroll finalization and posting, pension administration, financial clearance for separations, third-party payments, US tax reporting, positions and labor schedules management. In addition, the Payroll Finance Associate will improve regularly these processes, in a continuous improvement culture.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration

1.  Perform HR and Global payroll, 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 Benefits and Entitlements Services to ensure valid employee data setup for pension enrolment, recovery of staff receivables, medical insurance premium, garnishment, deductions for third parties and other earnings and deductions processed through Human Capital Management (HCM) periodic payroll.
• Payroll posting for UNDP and Partner Agencies to general ledger and Project & Portfolio Management (PPM)
• 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.
• Prepare vouchers for third party payments and support reconciliation of the payments with the payroll deduction register
• Support offices in review of the finalized payroll results using standard queries

2. Support financial reconciliation and provide period-end closure support:

• Reconcile liability accounts for pension, medical and life insurance and third-party payments
• Liaise with Quantum 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 and payments for invoices received from the partner agencies and other UN organizations for reimbursable services billing for settlement of employee related inter-agency transactions.

3. Position management:

• Create/update/maintain positions in Quantum as per Country Offices, Regional Bureaus requests and HQ Offices
• Provide support to Country Offices, Regional Bureaus and HQ Offices in generating ad-hoc reports for positions and payroll costs
• Support offices in creating/updating Labor Schedules and process labor costs
• Support offices to update of the position information and labor schedules for timely posting of the payroll results to general ledger and Project & Portfolio Management (PPM)

4. Ensure additional reporting/data management and knowledge sharing:

• Liaise with the Country Offices to provide final financial clearance for the separating staff to the Staff Administrative Services
• Support enrolment 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
• Synthesize lessons learned and best practices in payroll/ position management

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

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

HR - Compensation/remuneration - Payroll management

• Knowledge of and ability to apply mechanisms and tools to collect payroll data, process payroll, and manage payroll reports 

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

• Knowledge of the process, structure, and technology used to maintain positions in an organization in line with the corporate strategy.

• 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.

• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
• Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.

• Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
• Ability to make good judgments and quick decisions within such frameworks 
• Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.

• 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.

Important applicant information

• All posts in the GS categories are subject to local recruitment.
• Only short-listed candidates will be notified.