Chief of Global Payroll Section

Only candidates who are not nationals of the country of assignment are eligible to apply to this position

H (no hardship)

Family

PR5

Professional

* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff member’s country of nationality.

In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.

Reason

Regular > Regular Assignment

No

2023-10-13

November 9, 2023

Chief of Global Payroll Section

Organizational Setting and Work Relationships

The position is part of the Division of Human Resources (DHR), whose mission statement indicates that DHR is a strategic, trusted, and innovative partner in enabling UNHCR to protect and respond to persons of concern by attracting, motivating, retaining, and developing a talented, diverse and agile workforce while nurturing a culture of excellence, respect and wellbeing for all.

The incumbent of this position supports the UNHCR’s People Strategy and contributes to the implementation of the 2018 independent HR review which resulted in the establishment of HR strategic priorities and the reconfiguration and transformation of the Division from a largely transactional model into a strategic business partner for field operations and senior management.

The Chief of Global Payroll Section will function under the direct supervision of the Head of HR Staff Services (HRSS) of UNHCR, Budapest. The incumbent ensures technical, operational (including information technology, information management and reporting) and client service results and systems as well as the integrity of systems and appropriate application of the organization’s financial regulations, rules, policies and procedures, including UNHCR Global Payroll's compliance with IPSAS standards. The monthly UNHCR Global Staff Salary disbursement amounts to over USD 70 million (June 2023), while the monthly 3rd parties' disbursement amounts to over USD 35 million (June 2023).

The Chief of Global Payroll Section conducts regular reviews and payroll audits, manages the payroll processing risks, advises senior management on best practices, and coordinates with internal and external stakeholders for timely and accurate provision of analytical and statistical reports.

The incumbent will be working in a discreet working environment in which various staff-related and financial matters will be discussed and actions would be initiated. The confidentiality of all HR-Payroll data and the need to deal with clients in a courteous and efficient manner are salient features of this position, as well as the supervisory and managerial role over Payroll staff members. The incumbent will collaborate with the Personnel Administration Section (PAS) for what concerns HR matters linked to Global Payroll processes. In addition, the incumbent will also interact closely with the UN Pension Fund, ICSC, UN Agencies and other Inter-Agency networks. The incumbent will represent UNHCR in matters related to Global Payroll, as deemed appropriate.

In recognition of the need for harmonization of UNHCR priorities and refugee operational needs with Staff Rules and Regulations, the Chief of Global Payroll Section is also required to represent the Head of Service at committees and task forces that may be formed to discuss, develop & formulate policies and procedures in relation to Resource Management. Within the core functions of the Chief, it is essential for the incumbent to liaise with the Director/Deputy Director of DHR Section Chiefs, UNHCR Representatives and Units and services of other UN agencies as appropriate.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.

Duties

• Accountable for all payments relating to payroll (salaries, claims, pension fund, etc.) being recorded in an accurate and timely manner.

• Ensure that in the application of UN Staff Rules and Regulations, due regard is always given to both the interest of the staff member and the interest of the Organization.

• Ensure that the workforce acts with integrity, is aware of the Code of Conduct and complies with UN Staff Rules and Regulations.

• Accountable for funds disbursed by the Global Payroll Section (GPS) being fully in accordance with the UN financial rules and regulations.

• Manage and supervise the Section's financial and human resources, set work objectives for the Section, and provide guidance and leadership for the attainment of the goals and objectives of the Section.  Participate in the management of the Service to provide a coherent and integrated approach to Payroll management, set global standards and guidelines, set priorities and allocate resources with a view to maintaining and updating a relevant Payroll strategy for UNHCR and its staff.

• Manage payroll and related entitlements for all UNHCR staff worldwide.

• Liaise with Headquarters, in particular with other DHR units/sections, in order to stay abreast of all developments and issues relating to priorities of the organization and evolving issues on Human Resources with particular reference to Payroll matters.

• Oversee the business analysis, and design of new modules in Workday and introduce new methods of work and approaches to meet changing organizational needs, in consultation with the Chief of Personnel Administration Section (PAS), where deemed appropriate; support the Head of HR Staff Services (HRSS) in monitoring and evaluating the effectiveness and recommend changes.

• Provide expert functional and business-related advice on complex system analysis and design related to Human Resources and Global Payroll. Advise the Head of Service on exceptional measures that need to be taken to support the cause of the organisation but are outside the UN rules and regulations.

• Ensure that the established deadlines relating to Pension Fund, year-end activities, US Taxes and Global Payroll disbursements are met through advance planning and distribution of work among the payroll staff.

• Administer and certify statutory claims/payments/disbursement of funds as per established rules of the organization.

• Work with the Chief of the Personnel Administration Section (PAS) and Heads of Units within PAS to develop simplified processes and procedures for management and accountability.

• Ensure that all subordinate staff continuously develop their skills and knowledge in relation to the subject matter that they are expected to handle.

• Coach and guide the newly recruited staff on various administrative, human resources, IT and financial processes of the Global Payroll Section (GPS) and its standard operational procedures.  Similarly train and guide the supervisees on the application of UN Staff Rules and Financial rules and procedures as per established policies so that they all will meet the required standard of competency to perform their given functions.

• Ensure that proper supporting documentation is maintained in case of all payments. Establish and manage an internal control framework, providing the necessary guidance and support to Payroll for its consistent application.

• Examine, analyse and prepare draft responses for various internal and external audits and Inspector General’s Office reports that require factual and accurate information. These include responses to the observations of audit, IGO and Tribunal/Legal panels. Raise and improve audit awareness and response processes within Payroll.

• Keep abreast of best practices to ensure successful payroll production.

• Enforce compliance with UNHCR’s Human Resources and Finance policies.

• Review and approve salary advances.

• Take decisions on payroll exceptions, following consultation with the Chief of Personnel Administration Section (PAS), as per the financial and human resources policies and within the delegated authority and established internal procedures.

• Represent UNHCR in Inter-Agency meetings and conferences related to Human Resources and Payroll.

• Set and impose deadlines for transaction recording in the organization’s HR and Payroll IT systems.

• Administer payroll disbursements of UNHCR staff worldwide that include statutory payments, Medical and Group Life Insurance Premiums as per UN Financial rules and regulations and payroll disbursement procedures. The verification checking and control routines are enforced at all times and their integrity & accountability are upheld through appropriate segregation of duties.

• Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate, as needed. If a Risk Owner, designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year, as needed.

• Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For P4 - 9 years relevant experience with Undergraduate degree; or 8 years relevant experience with Graduate degree; or 7 years relevant experience with Doctorate degree

Field(s) of Education

Business Administration,             Mathematics ,                      Statistics,             

Social Science,                    Human Resources Management    

Accounting,                         Finance,               or other relevant field.

Certificates and/or Licenses

HCR Learning Program

HCR Management Learning Program

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Experience in global payroll management covering multi-country and multi-currency contexts.

Excellent knowledge of human resources and financial rules procedures/processes including IPSAS and exposure to the provision of support services in an International Organization.

High IT affinity is essential with excellent computer skills and working knowledge in MS Office applications.

Extensive knowledge of UN policies and practices.

In-depth knowledge of Workday HR, Compensation, Benefits and Payroll modules.

Fluency in English and excellent drafting skills in English.

Desirable

Knowledge of additional UN Languages.

Functional Skills

*CO-Drafting and Documentation

*FI-Application of Financial Rules, Regulations and Procedures

*FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)

*UN-UN/UNHCR Administrative Rules, Regulations and Procedures

HR-HR data and people analytics

(Functional Skills marked with an asterisk* are essential)

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies

Empowering and Building Trust

Judgement and Decision Making

Leadership

Managing Performance

Managing Resources

Strategic Planning and Vision

Cross-Functional Competencies

Change Capability and Adaptability

Negotiation and Conflict Resolution

Planning and Organizing

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

The incumbent of the position must have good knowledge of the UN Staff Rules and Regulations and UNHCR Financial Rules and have experience in managing monthly salaries and entitlements like Education Grant and Rental Rubsidy. The incumbent must also possess experience in Global Payroll Service Delivery, preferably in the UN setup. The incumbent should possess excellent team management skills, and analytical and decision-making abilities and should act as a focal person for managers and staff regarding the implementation of internal HR and Finance policies and procedures. Hands-on experience with cloud-based HR and global Payroll Information Systems would be an asset.

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

The position is part of the Division of Human Resources (DHR) and reports directly to the Head of HR Staff Services. The incumbent of this position will supervise, manage and lead four(4) Payroll Processing Units within the Global Payroll Section as well as the Senior Payroll Analyst. S/he will work in close collaboration with the Chief of Personnel Administration Section, the HRSS IT Unit, the HR Policy Section and the HRSS Admin Unit.

Living and Working Conditions:

 

Additional Qualifications

Skills

Bachelor of Arts (BA): Accounting, Bachelor of Arts (BA): Business Administration/Management, Bachelor of Arts (BA): Finance, Bachelor of Arts (BA): Human Resources Management, Bachelor of Arts (BA): Mathematics, Bachelor of Arts (BA): Social Science, Bachelor of Arts (BA): Statistics

Certifications

HCR Management Learning Program - UNHCR

Competencies

Accountability, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Leadership, Managing performance, Managing resource, Negotiation & conflict resolution, Organizational awareness, Planning & organizing, Strategic planning & visions, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Bi-annual Compendium 2023 Part B - October 2023

Additional Information

This position doesn't require a functional clearance