Head of Unit (Accounts Payable)

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.

Head of Unit (Accounts Payable)

ORGANIZATIONAL CONTEXT

The Accounts and Financial Service (AFS) of the Division of Financial and Administrative Management (DFAM) is responsible for the financial accounting and reporting of UNHCR, in accordance with the Financial Regulations of the United Nations and the UNHCR's Financial Rules. AFS is comprised of Accounts Section and Financial Systems Support and Reporting Unit.

Accounts Section is comprised of Accounts Payable Unit (AP Unit), Accounts Receivable Unit (AR Unit), and General Ledger Accounting Unit (GL Unit).

Under the general supervision of the Chief of Accounts Section, the incumbent manages the work of AP Unit and supervises his/her staff (currently five GS positions) to achieve the objectives and planned outcome of the Unit. The incumbent frequently interacts with finance/administrative officers in field offices to provide guidance and support on all aspects of AP processes and accounting and with functional specialists in Procurement and Contract Management Services (PCMS), Supply Management and Logistics Service (SMLS) and with Treasury managers to improve business processes and compliance with IPSAS. The incumbent interacts with the external auditors and liaises with field offices during the Board of Auditors interim and final audit to provide information and clarify audit queries in respect of accounts payable processes.

FUNCTIONAL STATEMENT

Accountability

- With respect to Expense Recognition, Accounts Payable, Receipt Accruals and Commitments:

* UNHCR's accounts are IPSAS compliant
* Prompt and accurate month-end closures are performed.
* The Year-end closure and preparation of the financial statements is carried out in a timely and accurate way.
* Prompt and accurate responses are provided to auditors (internal and external)

- All other incoming deposits on the HQ bank accounts are correctly treated.
- The Financial Internal Control Framework is implemented, that DOAP amendment requests are dealt with promptly, and that any role conflicts arising are identified and resolved.
- Effective controls exist within the AP and vendor modules to ensure that data is accurate and that fraud is prevented.
- Payments made through the HQ bank accounts (or other centrally run pay cycles) are made promptly and are properly screened for incomplete or bad data.
- Globally, Vendor and AP processes are carried out in accordance with relevant UNHCR Regulations and guidance.
- Guidance and support is provided to the field on all aspects of Vendors, Accounts Payable and the Financial Internal Control framework.

Responsibility

- Plan and execute month and year-end closure activities for the Unit.
- Ensure that staff   members of the Unit are fully familiar with the requirements of IPSAS insofar as it affects their areas of responsibility.
- Identify areas of weakness with regards to IPSAS compliance, and address these with the most appropriate means such as strengthened procedures, improved guidance for the users.
- Ensure that the Unit members validating DOAP requests are fully trained and that requests are handled promptly.  Carry out additional monitoring to identify possible role conflicts and ensure that these are dealt with.
- Review the operation of the AP and Vendor processes to identify possible weaknesses. Address these through appropriate means:  strengthened procedures, improvements within MSRP (either as part of an upgrade or as ad hoc change requests).
- Review of aged payables on a quarterly basis to identify potential  issues in collaboration with the relevant units
- Be the subject matter expert on payables for the including the development of reports which facilitate monitoring and analysis of issues around payments
- HQ Pay Cycles are carried out promptly and that the controls applied to these are regularly updated to minimize the occurrence of rejected payments or other problems with payments. When such problems do occur, any relevant lessons are promptly incorporated in the control processes.
- Ensure  regular monitoring of Field and HQ  vendor and AP-related activity, including prompt follow-up of items of concerns, such as vouchers in error, match exception, aged items etc.
- Good quality guidance materials are prepared for the field on relevant AP procedures.
- Ensure that prompt support is provided to users either directly or via Global Service Desk.

Authority

- Direct and supervise the work of the staff on the Unit.
- Review and approve journals and vouchers prepared by supervisee.
- Propose changes to existing procedures whenever scope exists to make these more efficient.
- Review and clear information to provide to the Board of Auditors.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

- Graduate degree (equivalent of a Master's) in Accounting, Finance, Public or Business Administration, Economics or related field, or undergraduate degree (equivalent of a BA/BS) in another field combined with a professional qualification in accounting or finance (CPA/CIA or equivalent).
- Minimum 8 years of previous job experience in the field of accounting or finance, of which at least two years in an intergovernmental organization (United Nations or similar).
- Working experience with accrual accounting (such as IPSAS or IFRS).
- Working experience with PeopleSoft/Oracle Financial modules.
- Excellent command of English both in oral and written communication.

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Professional qualification in accounting or finance (CPA/CIA or equivalent).
- Excellent knowledge of United Nations financial rules and procedures.
- Excellent computer skills, in particular in MS Office applications.
- Excellent communication skills.
- Excellent knowledge of English and working knowledge of another UN language. C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M002L3 - Managing Performance Level 3
M006L3 - Managing Resources Level 3
M005L3 - Leadership Level 3
M003L3 - Judgement and Decision Making Level 3
X001L3 - Analytical Thinking Level 3
X004L3 - Negotiation and Conflict Resolution Level 3
X005L3 - Planning and Organizing Level 3

Before applying to this position, we strongly encourage colleagues to read the country specific FAQs information leaflets which can be found  on the Intranet under Staff Resources > Duty of Care. The information leaflets are specifically designed to answer some of the key questions potential applicants might have before deciding to apply. 

Substantial experience in financial operations (accounts payable and disbursement, accounts receivable, financial accounting) management in an international setting. 
Ability to work collaboratively to achieve desirable results with different functional groups in a multi-cultural environment. Under the general supervision of the Chief of Accounts Section, the incumbent manages the work of AP Unit and supervises his/her staff (currently six GS positions) to achieve the objectives and planned outcome of the Unit.  AP Unit is the central control pint in ensuring UNHCR¿s internal control framework across the `Procure to Pay¿ process is adhered to.
The incumbent frequently interacts with finance/administrative officers in field offices to provide guidance and support on all aspects of AP processes and accounting and also with functional specialists in Procurement Service, Supply Management and Logistics Service and with Treasury Service to improve business processes and compliance with IPSAS. n/a n/a n/a

Please note that the closing date for all vacancies in the September 2017 Compendium is Monday 6 November 2017 (midnight Geneva time).