Finance Clerk (for Malaysian Nationals Only) For Roster
UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent and accountable. As part of this commitment, UNDP adopted International Public Sector Accounting Standards (IPSAS) on 1 January 2012, and established the Global Shared Services Unit (GSSU) to serve UNDP’s network of offices (covering 166 countries around the world) in the provision of financial and accounting services. The GSSU has been fully functioning since 2012, and is presently expanding the breadth of its services to support expanded finance, accounting and procurement processes as well as to provide training to UNDP Offices where needed. The Chief, Global Shared Service Unit in Kuala Lumpur, Malaysia is supervised – on a day-to-day basis by the Director, Global Shared Services Unit, Bureau for Management Services (BMS).
The Global Shared Services Unit (GSSU) within the Bureau for Management Services (BMS) supports all UNDP offices and units with the provision of transactional services. This includes a core set of transactions in Finance and HR that are already being handled by the Global Shared Service Unit (GSSU) in Kuala Lumpur. The GSSU is led by the Director of Office of Operations, Legal & Technology Services (OOLTS), who reports to the Director of Bureau for Management Services (BMS).
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. The GSSC has been fully functioning since January 2012, and is presently expanding the breadth of its services to support expanded finance, accounting and procurement processes. In addition to their day-to-day operations, the GSSC personnel are also involved in supporting UNDP’s country offices through transactions support training where needed.
The Finance clerk performs timely and accurately recording of General Ledger transactions (assets, investments, cash and others). For assets, S/he will also be in charge of performing the physical inventories, as requested by internal control framework. S/he will be in charge of accounts analysis to prepare accounts reconciliations, identify differences and corrective actions. S/he will be part of the closing process and the preparation of Financial statements.
The Finance Clerk role involves supporting UNDP financial analysis in the areas of general accounting, revenue accounting, fixed assets, investment accounting, global payroll, expense management, treasury ad cash transactions
S/he will be required to work closely with other divisions to ensure the integrity of UNDP financial records. The incumbent also provides input to the preparation of corporate reports and financial schedules to support the corporate financial statements (interim financial and biennium for audit).
S/he will refer to Service Agreements and Standard Operating procedures (SOPs), will have a transparent and open communication with GSSC customers, and report any deviation to the Services Agreements so that corrective actions can be taken in time
Duties and Responsibilities
Summary of key functions:
- Ensure implementation of operational strategies and procedures
- Provide accounting, finance and administrative support
- Support knowledge building and knowledge sharing
Ensures implementation of operational strategies and procedures, focusing on achievement of the following results:
- Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies;
- Provision of inputs to elaboration of workplans.
Provide accounting and administrative support, focusing on achievement of the following results:
- Assistance in proper control of the supporting documents for payments, financial reports, procure-to-pay, records to report and payment execution;
- Processing of financial documentation (vouchers, supporting documents, telephone invoices, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, monthly payment orders (MPOs) and other entitlements are duly processed;
- Proper receipting of goods and services and establishment of accruals;
- Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures, and potential funding problems;
- Follow-up with customers for information relating to payments;
- Preparation of routine correspondence, faxes, memoranda and reports in accordance with the SOP;
- Extracting, inputting, copying and filing data from various sources;
- Maintenance of the proper filing system for financial records and documents.
Support knowledge building and sharing, focusing on achievement of the following results:
- Participation in the training for the operations/projects staff on Finance;
- Contributions to knowledge networks and communities of practice.
- Ability to make new and useful ideas work
- Ability to persuade others to follow
- Ability to improve performance and satisfaction
- Ability to listen, adapt, persuade and transform
- Ability to get things done
- Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations
- Ability to collect and compile data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
- Ability to identify and execute opportunities to improve operational efficiency
Managing Documents, Correspondence & Reports
- Ability to produce accurate and well documented records conforming to the required standard
Planning, Organizing & Multi-tasking
- Ability to plan, coordinate and organise workload while remaining aware of changing priorities and competing deadlines
- Ability to efficiently handle and share information and knowledge
- Accurately accumulating information and its analysis; forecasting potential problems and planning; allowing for alternative, creative solutions and identifying most reasonable solutions
Required Skills and Experience
- Secondary Education with specialized certification in Accounting and/or Finance;
- University degree in Finance or Accounting desirable;
- Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
- Minimum 4 years of relevant experience with Secondary Education or 1 year with Bachelor’s degree in accounting and/or financial management, preferably in an international setting;
- Knowledge of IPSAS and/or IFRS required for external candidates.
- Fluency in English is a requirement;
- Knowledge of any other UN languages (French/Spanish/Arabic/ Russian/Mandarin) is a plus.
- Experience in the usage of computers and MS Office packages;
- Knowledge of spreadsheet and database packages;
- Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft;
- Experience of IPSAS or public accounting principles.
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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