DirecciónBackground
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
The Volunteer Services Center (VSC) is the operational center of excellence that provides HR management services to almost 13,000 UN Volunteers serving agencies, funds and programmes across the UN system. VSC is responsible for providing timely and high-quality services in the Volunteer Management Cycle:
- Volunteer Deployment (from selection to hire)
- Volunteer Management (from hire to separation)
- Payroll administration
- Related guidance, customized packages and support for volunteers and UN entities globally
VSC works in close collaboration with other relevant sections at headquarters, as well as with Regional Offices, Field Units, UNDP/BMS/GSSC to ensure seamless and consolidated services in accordance with UN Volunteers Conditions of Service, regulations and rules, policies and application of best practices.
Reporting to the Deputy Chief/VSC, the Payroll Analyst supervises, monitors and guides the payroll administration teams and service providers for UN Volunteers at headquarters and other locations. The incumbent works in close collaboration with VSC functional teams, Regional Offices, Field Units, UNDP/BMS/GSSC and other relevant subject matter experts and external stakeholders contributing to the processing of invoices and payroll services and the timely and accurate availability of VSC related supplier data for UN Volunteers, consistent with UNV Conditions of Service and MoU/Service agreements as well as resolving complex payment, and payroll-related issues. She/he promotes a collaborative, client-oriented approach, ensures the provision of high-quality service delivery, continuous improvement of processes and systems and drives client satisfaction
Duties and Responsibilities
1. Administration of global payroll services
- Ensure timely and accurate determination and processing of entitlements for UN Volunteers;
- Ensure full compliance of volunteer invoice/payroll processing in the ERP system in line with UN, UNDP and UNV rules, regulations and policies, as well as effective implementation of the UNDP/UNV internal control framework;
- Ensure accurate invoice/payroll data entries, verification and validation to reduce recoveries and other exceptional payments;
- Ensure earnings and deductions are verified and accurate before bring submitted to UNDP Global Payroll Services (GPS);
- Coordinate payroll finalization with UNDP GPS and payroll-related transactions by UNDP Global Shared Services Center, including calculation, reconciliation, administration of retroactive recoveries and adjustments;
- Maintain records of invoice/payroll-related advances (amounts, currencies, schedules, etc.), and process recoveries in the ERP system;
- Take timely corrective actions on erroneous payroll data in the ERP system;
- Timely follow-up with relevant staff on volunteer payroll issues.
2. Operational support on payroll, VSC invoice processing and VSC supplier data related matters
- Ensure that destination banks are correctly set up for seamless invoice/payroll disbursement;
- Ensure full understanding of all available payment methods, especially in countries with complex banking arrangements;
- Follow up on claims of non-receipt of payment and ensure disbursement of entitlements for rejected/returned payments; actively manage the reconciliation of open-items and other receivables related to volunteer payments;
- Support the review and analysis of data for bank reconciliation when required;
- Support banking and disbursement services as required;
- Ensure queries from UN Volunteers related to payment of entitlements are addressed;
- Ensure corrective actions are taken timely and escalated to technical support as appropriate;
- Coach, train and support UNV teams to continuously build capacity for volunteer invoice/payroll related matters during onboarding sessions, townhalls, regional retreats, etc.;
- Contribute to operational system specifications to assure user and business needs and requirements are adequately reflected in operational and related systems;
- Contribute to process mapping, continuous process improvement and cross-cutting optimization initiatives;
- Actively contribute to relationship building with UNV sections and regional offices, and to partnership building with UNDP/BMS/GSSC colleagues and other stakeholders as required;
- Ensure that volunteer-related outsourced services are received according to mutual agreements and manage deviations in a solution-oriented and collaborative manner as required; contribute to negotiations with service-providers as required.
3. Production of payroll reports and support to queries
- Perform checks and balances for due diligence and financial accountability within the Financial Rules and Regulations of UNDP related to the VSC mandate;
- Monitor volunteer payroll reports and take corrective action on unusual or questionable activity and payments;
- Produce inputs to section, and corporate reporting and audit requirements;
- Provide information to management and staff on invoice/payroll rules and regulations and the provision of relevant services by service-providers;
- Provide regular information on the status of volunteer-related open-items and receivables;
- Ensure service-providers are producing service-related reports regularly and in a timely manner and as agreed;
- Contribute to improvement in the reporting requirements and specify reporting needs for implementation;
- Contribute to the analysis of the Volunteer Services Center business results in each region, report on trends and propose changes for improvements.
4. People Management
- Supervise Payroll Associates at different locations, including supervision, performance management, and capacity development;
- Create a results-oriented, motivating, supportive, collaborative, hands-on, positive work environment;
- Monitor the ongoing payroll and supplier data activities to ensure timeliness and quality of work, and re-distribute work, as needed;
- Support the Chief and the Deputy Chief of VSC in the annual work planning and reporting as it relates to the payroll administration team;
- Support Payroll Associates during times of high workload.
- Keep abreast of latest trends and benchmarks in areas related to payroll to leverage the most relevant approaches for UNV;
- Provide advice on strategies, policies, processes, and systems streamlining, optimization and automation, in liaison with relevant subject matter experts, especially in the Executive Office (Legal Specialist), the Financial Resources Management Section (FRMS), the Volunteer Solutions Section (VSS), and the Information and Communications Technology Section (ICTS);
- Engage with, learn from, and make sound contributions to knowledge networks and communities of practice;
- Synthesize and share lessons learned and other pertinent knowledge for operational improvements;
- Provide inputs to the design of training materials and corporate activities towards building staff capacity at headquarters, regional and country levels on recruitment;
- Perform other duties as may be required.
Supervisory/Managerial Responsibilities: Direct supervision of 8 GS-level staff at various locations. Responsible for creating an empowering work environment, performance management, and capacity development.
Competencies
Core Competencies
Achieve Results
- Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively
- Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously
- Go outside comfort zone, learn from others and support their learning
Adapt with Agility
- Adapt processes/approaches to new situations, involve others in change process
Act with Determination
- Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner
- Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion
- Facilitate conversations to bridge differences, considers in decision making
People Management
UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical competencies
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
Customer Satisfaction/Client Management
- Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
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
Banking and cash management
- Ability to collect, handle, and manage cash, which involves assessing market liquidity, cash flow, and investments
Payroll management
- Knowledge of and ability to apply mechanisms and tools to collect payroll data, process payroll, and manage payroll reports
Partnerships management
- Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others
Required Skills and Experience
Education:
- Advanced University degree (master's degree or equivalent) in HR, Management, Business or Public Administration, Finance or Information Technology or related fields is required.
- A first-level university degree (bachelor’s degree) in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
Experience:
- Minimum 2 years (with master’s degree) or 4 years (with bachelor’s degree) relevant/specialized experience in HR and global payroll administration or related field
- Working knowledge of HR/payroll modules in ERP systems and (payroll) reporting tools;
- Demonstrated supervisory experience, preferably including experience in managing relevant functional teams with tight deadlines.
- Experience in MS Office 365 (Excel, Powerpoint, Word, etc.) required
- Advance knowledge of Power BI, spreadsheet and database packages would be an asset
- Experience working with other web-based management systems would be an asset;
- Experience working with Salesforce Service Cloud or similar case-management systems would be an asset;
- Experience with UNDP or other UN entities is a strong asset.
- Experience in an international or non-profit context would be an asset;
- Experience in Continuous Process Improvement, Process Design/Management, OKR, etc. would be an asset
Language requirements:
- Fluency in English;
- Proficiency in another UN official language would be an asset.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
- Only short-listed applicants will be contacted;
- The successful candidate will hold a UNDP letter of appointment;
- This post is open to nationals of Malaysia only.
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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