Payroll Analyst (Open to Malaysian Nationals Only)

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 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.

Under the overall leadership of the Global Payroll/Client Support Manager and day-to-day supervision of the Clustering Team Lead the Payroll Analyst provides overall supervision of the payroll associates and is responsible for timely and accurate administration of payroll, banking and disbursement services to all personnel, In addition to being accountable for timely/accurate posting of expenditures to the General Ledger for UNDP and partner agencies, the incumbent is responsible for the provision of accurate, thoroughly researched and documented payroll operations, effective delivery of payroll services, transparent application of payroll principle and management of the HR and Payroll unit within GPS. The incumbent promotes a collaborative, client and result-oriented approach consistent with UNDP regulations and rules.

The incumbent will also contribute to training/knowledge transfer and drawing ‘lessons learnt’ as well as consolidation of inputs for policy level discussions. The incumbent will supervise Payroll Associates.
 

Provides direct supervision of Payroll Associates in GSSU Clustering Payroll team:

• Undertakes day-to-day supervision of the Payroll Associate(s) and ensures the nurture of client-oriented culture within the team;
• Monitors the responsiveness of the team with regard to queries or trouble-shooting requests from the country offices and provides advice/guidance on complicated technical cases;
• Monitors payroll timeline to ensure timely finalization of the payroll and escalates to GPS CPH Team or senior managers should there be any issues of concern that may affect either the timeliness or accuracy of the payroll.

Oversees the support to payroll processes including, ‘one-time entry of allowances/benefits and/or recurring deductions/earnings’, monthly Payroll results validation and payslip distribution:

• Ensures the monthly payroll schedules agreed with CO and GPS/CPH are followed;
• Ensures the one-time and recurring entries are accurately reflected in the payroll results;
• Ensures that payroll questions and issues are followed up on, completely and in a timely manner;
• Ensures that salary and related advances are reviewed, approved and recovered in coordination with HR/CO and/or PFU;
• Supports PFU on year-end reconciliation processes;
• Running validation/exception reports on payroll data;
• Maintain detailed incident log.

Acts as a primary contact to CO in matters related to payroll:

• Liaises closely with country offices and other partner agencies to ensure accuracy of HR data submitted to GSSU;
• Coordinates and leads the induction sessions with CO joining the Clustering project.

Contributes to Global Payroll training/knowledge transfer and consolidation of ‘lessons learnt’ and inputs for policy discussions/debates by focusing on the achievement of the following results:

• Organizes training and workshop events at the regional level;
• Contributes to knowledge networks and communities of practice;
• Undertakes accurate and comprehensive compilation of functional documentation including 'lessons learnt' and 'best practices';
• Facilitates knowledge building for the purpose of accurate and consistent policy application.

Serves as HR-Payroll Helpdesk (i.e. technical expert level) and ensures support to Reporting and Audit Processes:

• Acts as HR-Payroll Helpdesk and contributes to the response to clients’ queries related to Global Payroll and HR data from the HR and Global Payroll administrators in the country offices;
• Manages planned and ad-hoc reporting via queries and reports, in coordination with the GPS Technical Team;
• Supports to Audits of all aspects of payroll;
• Provides data by running standard and ad-hoc reports as required;
• Contributes to the preparation of management response to audit observations and post-audit follow-up.
  
   

Core Competencies:

Innovation

• Ability to make new and useful ideas work

Leadership

• Ability to persuade others to follow

People Management

• Ability to improve performance and satisfaction

Communication

• Ability to listen, adapt, persuade and transform

Delivery

• Ability to get things done

Technical/Functional Competencies:

Primary

Knowledge of HR/payroll reporting tools

• Proven ability in usage of reporting tools and ability to suggest improvements to reports

Organizational Leadership and Direction

• Proven ability to manage payroll functional teams with tight deadlines

Design and Implementation of Management Systems

• Proven track records of system design and development

Promoting Accountability and Results-based Management

• Monitors the implementation of corporate  accountability and results-based management  systems and makes recommendations to enhance performance of business units

Secondary

Knowledge Management

• Ability to efficiently handle and share information and knowledge

• Ability to actively support the interests of the client by making choices and setting priorities to meet their needs

• Demonstrates comprehensive understanding of payroll processing for the purpose of identifying solutions to possible problem areas
  
   

Education:    

Advanced University degree(Master’s) or a Bachelor’s degree in Human Resources, Management, Finance, Business or Public Administration or Information Technology.  

Experience:    

• At least 2 years, with Master’s or 4 years’ with Bachelor’s degree, of relevant/specialized experience in HR and global payroll administration or related field with UNDP or other UN Agencies;
• Demonstrated supervisory experience;
• Prior managerial experience in the global payroll services and/or other UN benefits/entitlements administration is a strong advantage.

Language Requirements:    

Proficiency in English and fluency in a second UN language is considered a plus.

Other:    

Prior PeopleSoft ERP system development/implementation and/or complex project implementation experience a plus.  Expert knowledge of PeopleSoft HR and Payroll systems would be an advantage.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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