Project Officer (Payroll Analysis)

Kabul

Organization: UNDP - United Nations Development Programme
Location: Kabul
Grade: Consultancy - SB-4 (SC8/SC9), Service Contract, Local Contractors Agreement
Occupational Groups:
- Human Resources
- Crisis Prevention and Recovery
- Crisis Response
- Project and Programme Management
- GOVERNENCE FOR PEACE
Closing Date: Closed

Background

UNDP Global Mission Statement:

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with national counterparts on their own solutions to global and national development challenges.

UNDP Afghanistan Mission Statement:

UNDP supports stabilization, state-building, governance and development priorities in Afghanistan as well as support the country to achieve SDGs. UNDP support, in partnership with the Government, the United Nations system, the donor community and other development stakeholders, has contributed to institutional development efforts leading to positive impact on the lives of Afghan citizens. Over the years UNDP support has spanned such milestone efforts as the adoption of the Constitution; Presidential, Parliamentary and Provincial Council elections; institutional development through capacity-building to the legislative, the judicial and executive arms of the state, and key ministries, Government agencies and commissions at the national and subnational levels. UNDP has played a key role in the management of the Law and Order Trust Fund, which supports the Government in developing and maintaining the national police force and in efforts to stabilize the internal security environment. Major demobilization, disarmament and rehabilitation and area-based livelihoods and reconstruction programmes have taken place nationwide. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Assistance Mission in Afghanistan and the UN system as a whole to maximize the impact of its development efforts on the ground.

Background:

UNDP, the Government of the Islamic Republic of Afghanistan (GIRoA) and LOTFA Donors in 2015 revised LOTFA to allow for a planned transfer of non-fiduciary payroll management responsibilities from UNDP to the MOIA. Donors and government agreed on a set of Donor Conditions to be met to allow for transition by December 2016. Under the revised Trust Fund, two separate but complementary projects were formed: The Support to Payroll Management (SPM) project which focuses on supporting the Ministry of Interior Affairs (MOIA) payroll management and transition; and the MOIA and Police Development (MPD) project which focuses on developing national capacity for self-sustained reform and improvement of the MOIA as an institution, as well as police professionalization.

During 2016, it became apparent that the transition process required additional support to ensure overall coordination between the involved partners with specific responsibilities under the Donor Conditions (MOF, MOIA, UNDP and CSTC-A), monitor individual partners’ progress against the Donor Conditions and to facilitate interinstitutional relations to address implementation and coordination challenges. By end of 2017, LOTFA donors had not yet reached a consensus regarding the decision to allow for Payroll transition by 31 December 2018, the projected end date of the SPM project. Subsequently, UNDP and MOIA have agreed to extend the project until 31 December 2020. Following very wide consultations on the LOTFA Terms of Reference (TOR), UNDP, LOTFA Donors and the government of Afghanistan (GIROA) agreed to revise the TOR to make it a Multi-Partner Trust Fund (MPTF). The LOTFA Steering Committee meeting unanimously approved the TOR of the LOTFA of 25 November 2018. The new LOTFA TOR will allow LOTFA funds to channeled through the spectrum of the Rule of Law and Justice sectors via four distinct Windows: Police Payroll (SPM project), Justice Window, Security Window, and Anti-Corruption Window. This will make LOTFA more Flexible, Responsive, and Adaptable to effectively and efficiently serve the people of Afghanistan. UNDP is working to develop several projects under the various Windows to operationalize the MPTF.

Support to Payroll Management Project (SPM)

The SPM is a dedicated payroll management project – operating as a stand-alone Window under the new LOTFA MPTF – providing support to the MOIA staff from the General Directorate of Budget & Finance, HR and ICT departments to ensure timely payment of salaries and incentives to the Afghan National Police (ANP) and Central Prison Department (CPD) officers. The project is staffed with approximately 20 national staff and 3 international staff. The expected outcome of the SPM project is GIROA’s (i.e. MOIA) ability to independently manage all non-fiduciary aspects of payroll for the ANP and CPD, including producing relevant reports for donors in their specified formats. MOIA should also be able to manage the full range of functions related to payroll, i.e. human resources, accounting, and information and communication technology in a seamless manner.

The project is divided into 6 outputs as follows:

1) Output 1 ensures that updated policies implemented, business processes developed and applied to support independent MOIA payroll management.
2) Output 2 entails building the capacity of MOIA personnel (in Payroll, Human Resources, Finance, ITC etc.) to undertake all payroll processes and tasks to agreed standards.
3) Output 3 covers MOIA’s payroll systems update and reconciliation to support independent assurance work of the Monitoring Agent on the MOIA payroll expenditure and personnel headcount, which will also facilitate data migration from the current payroll system to the upcoming one.
4) Output 4 covers the provisions of the necessary infrastructure to support the full functionality of MOIA payroll systems during and after the transition of payroll management from the SPM project to the MOIA.
5) Output 5 is the core function of the SPM project as it entails the transfer of funds, on a timely and regular basis, to MOF for Police Pay.
6) Output 6 is the SPM Project management component which is to ensure that the rest of the outputs get implemented in accordance with the project document and in a timely, efficient, accountable and effective manner.

The Position:

The Project Officer (Payroll) works under the direct supervision of the HR & Payroll Specialist and overall supervision of the SPM Project Manager.

The incumbent of this position works in close collaboration and daily contact with the project partners in implementation of all tasks and activities of the ToR. All tasks will have to be conducted promptly and according to the project implementation plans. A key objective of this position is to systematically and effectively transfer technical knowledge to, and to build capacity of, the partner organizations and the individual counterparts in these organizations. The results of the knowledge transfer, capacity-building activities, recommending best practices and internal controls constitute the main criteria of performance assessment for this position.

Under the supervision of the HR & Payroll Specialist and a close collaboration with SPM Coordination and Finance Officers, HR Officers, and WEPS team, the Project Officer (Payroll Analyses) carries out a range of tasks related to the project planning and implementation, provides inputs to develop the internal controls, recommends best practices on the project activities, communicates and resolves contextual issues and provides analytical assistance primarily on reviewing requests for back-pay of salaries to the MOIA personnel in accordance with the established SOP for back-pay reviews and make recommendations for approval of SPM management and processing payments through the UNDP managed Web based Electronic Pay System (WEPS), or otherwise, request for additional information, as appropriate.

Duties and Responsibilities

Summary of key functions:

Provides analysis and support on the project planning and implementation of activities;
Ensures proper review and analysis of back-pay salary claims focusing on achievement of the following results:
Ensures facilitation of knowledge building and knowledge sharing in the UNDP LOTFA SPM project, focusing on achievement of the following results:

Provides analysis and support on the project planning and implementation of activities;

Provision of inputs in formulation of AWP and project implementation plan
Contribute in development of SPM LOTFA annual commitment letter to MOIA
Contribute to the development of project quarter report and project’s budget variance report
Provide reports and analysis to SPM management, donors, MOI and audit teams on inquiries raised on MOI payroll and back-pay salary process
Support the project team in planning, execution, and management of project activities
Participation in audit of NIM specially related to inquiries on back-pay salary claims
Procedures drafted for MOI to claim annual bonus as described in commitment letter
Analysis and report of unpaid incentives and recommendation for approval of SPM management
Attend coordination meetings and SPM TWGs on concerns raised by the donors and MOI about the back-pay and other related project activities
Summary of contextual issues discussed, resolved and communicated with SPM management and MOI

Ensures proper review and analysis of back-pay salary claims focusing on achievement of the following results:

Register in a tracking sheet and keep track of all back-pay requests received and subsequent actions taken, payments processed, additional information requested, or payment request rejected (with reasons);
Review and ensure that back-pay salary claims are checked against PAI data, WEPS historic data, inherent law, and finance policy to meet the eligibility criteria addressed in back-pay SOP
Initiate and improve the development of SOPs and required checklists for MOI to request back-pay salary claims, and incentives as described in commitment letter
Budgetary report produced by object code to avoid allotment shortfall for the processed back-pay claims using WEPS
Participation in HR and financial analysis relating to back-pay and related payments
Recommendation on addressing the weaknesses identified on internal controls for back-pay processes, WEPS back-pay module and any other relevant areas of SPM project procedures
Initiate capacity building programs and design training materials on lessons learned in order to build the capacity of MOIA personnel
Any other duties as assigned by the supervisor

Ensures facilitation of knowledge building and knowledge sharing in the UNDP LOTFA SPM project, focusing on achievement of the following results:

Participation in the organization of training for the MOI personnel
Synthesis of lessons learned and best practices in payroll management
Sound contributions to knowledge networks and communities of practice with project’s internal and external stakeholders
Build the capacity of the government partner in carrying out the administrative responsibilities of the assignment

Competencies

Core:

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 while exercising good judgment.

Technical/Functional

Knowledge Management and Learning:
• In-depth practical knowledge of inter-disciplinary development issues;
• Seeks and applies knowledge, information, and best practices from within and outside of UNDP.
Development and Operational Effectiveness:
• Ability to lead strategic planning, change processes, results-based management and reporting;
• Ability to lead formulation, oversight of implementation, monitoring and evaluation of development projects;
• Ability to apply development theory to the specific country context to identify creative, practical approaches to overcome challenging situations.
Management and Leadership
• Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates openness to change and ability to manage complexities;
• Ability to lead effectively, mentoring as well as conflict resolution skills;
• Demonstrates strong oral and written communication skills;
• Remains calm, in control and good humored even under pressure;
• Proven networking, team-building, organizational and communication skills.
Knowledge Management
Ability to capture, develop, share and effectively use information and knowledge.
Partnerships
Ability to engage with other teams and stakeholders and forge productive working relationships.
Project Management
Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals.
Results-based Management
Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results.
Budget Management
Ability to support budgetary aspects of work planning process, drawing and management of team budgets.
Office Administration
Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.
Operational Efficiency
Ability to identify and execute opportunities to improve operational efficiency.
Employee Engagement
Ability to motivate and inspire internal resources.
Procurement
The ability to acquire goods, services or works from an outside external source.

Required Skills and Experience

Education:

Master’s Degree in Business Administration, Public Administration, Finance or related field, preferably with specialized certification in Accounting and Finance or a professional accounting qualification from an internationally recognized institute of accountancy or Bachelor’ degree with two additional qualifying years may be accepted in lieu of a master’s degree.

Experience:

With Master’s degree, 3 years of relevant experience and with Bachelor’s degree, 5 years of relevant experience in providing financial management services.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems and ERP financials are required;
Background in auditing and similar assignments will be an asset.
Experience in UN organization will be an asset.

Language Requirements:

Excellent written and oral English skills a necessary requirement.
Fluency in Dari and/or Pashtu is required.

Disclaimer

Important applicant information

All posts in the SC 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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