HR and Payroll Specialist
Instructions to Applicants: Click on the "Apply now" button. Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. Upon completion of the first page, please hit "submit application" tab at the end of the page. Please ensure that CV or P11 and the Cover letter are combined in one file.
Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional referees of previous jobs (supervisors and peers).
A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
UNDP will cover the cost of travel of the individual to the duty station, as well as their return to their home upon completion of their services. Travel costs are covered only in the event that the function will be undertaken physically in the duty station and excludes working from home arrangements.
Support to Payroll Management Project (SPM)
The SPM project is a dedicated payroll management project – operating as a stand-alone Window under the new LOTFA Multi-Partner Trust Fund (MPTF) – providing support to the Ministry of Interiror Affairs (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 Government’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 has 6 outputs as follows:
- Output 1 ensures that updated policies implemented, business processes developed and applied to support independent MOIA payroll management.
- 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.
- 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.
- 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.
- 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.
- 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.
Duties and Responsibilities
Scope of Work
The incumbent ensures the following key functions are implemented:
- Lead a team of Afghan UNDP staff in the analyses and the reconciliation of data in Afghan Personnel and Payroll System (APPS) and Web-enabled Payroll System (WEPS) databases
- Promote skills development of project staff and IP staff through effective coaching and mentoring
- Coordinate with IP to jointly build and analyse pay budgets, spend plans, and monthly / quarterly / annual execution plans
- Coordinate with the IP to jointly develop and / or share routine human resources data for reconciliation with payroll (new hires, deceased / terminated employees, promotions, completion of special trainings, transfers, garnishments, etc.)
- Collaborate with IP to reduce unexplained differences in expenditures between payroll and accounting systems and to reduce discrepancies between human resources and payroll systems. Support the IP to reconcile personnel recorded in the payroll system against authorizations
- Identify gaps in payroll-to-accounting system reconciliation requirements and reports
- Build and manage effective processes to support MOIA in reporting and decision-making concerning Afghan National Police and General Directorate of Prisons human resources and payrolls
- Lead the technical presentations at Technical Working Group meetings with IP, other Government officials, and partners related to HRM and financial aspects of Payroll (pay budget, policies concerning entitlements and deductions, pay rates, pay changes, etc.)
- Formulate clear documentation of pay entitlements, deductions, and changes according to IP policies and coordinates with the Project team to ensure their accurate reflection in the existing databases
- Draft papers/briefs/proposals related to human resources and financial management policies and practices within the MOI related to Payroll
- Serve as the technical focal person for project audits/reviews, etc. Prepare responses to internal and external audits and reviews
- Routinely document and report result(s) of financial analyses (spend plans, actual expenditures, changes in burn rates), identifying areas for realignment of funds when necessary
- Works closely with the Country Office Fund Financial Fiduciary Management Unit to share information, coordinate on follow-up actions related to monitoring, and to ensure proper funding levels to the IP are maintained
- Ensure the systematic capacity building of the MOI in payroll management and reconciliation
- Ensure the effective development and administration of capacity assessment tools in the areas of Human Resources Management and Public Financial Management skills and functions necessary for effective payroll management
- Oversee the effective functioning of a core team of accounting technicians and payroll specialists within the Implementing Partner’s General Directorate of Finance and Budget
- Oversee the planning, conduct, and documentation of training activities by the Payroll Trainers and independent consultants, incorporating training needs identified by the WEPS Helpdesk and the Monitoring Agent and others. Support MOIA to assume planning and implementation of project training activities.
- Coordinate the advisory activities of HR, financial, and training of staff with other partners (RS / CSTC-A, and others) and Government officials including from MOF. Ensure that technical outputs are provided according to plans and up to highest technical standards. Review and clear technical outputs for approval by Project Manager.
- Communicate progress toward achievement of capacity building results in numerous fora with donors and partners, including reporting of progress and risks related to achieving payroll transition
- Ensure coordination with other relevant sections of the project for effective crossflow of information among database administration, HR and Payroll training, monitoring, and reporting
- Ensure staff coordination concerning Monitoring Agent activities and reports. Supports IP’s HRM and financial management functional offices to develop and implement corrective actions to Monitoring Agent’s findings—i.e. both expenditure and physical verification
- Ensure changes to pay rates, entitlements, deductions, and so forth are timely communicated to payroll system team and verifies changes are reflected in the system
- Identify to the Support to Payroll Management Project Manager important risk exposures and inconsistencies in WEPS and/or APPS payroll processes
- Manage staff data collection to support reporting of progress, risks, and issues against project approved Annual Work Plan activities and results related to HRM and Payroll capacity development activities. Coordinate with IP to achieve IP data collection for such activities where required
- Oversee staff coordination with project and regional offices
- Any other duties as may be assigned by the project manager
UN CORE VALUES AND COMPETENCIES
Professionalism: Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Communication:Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed.
Client Orientation: Considers all those to whom services are provided to be "clients " and seeks to see things from clients' point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.
Required Skills and Experience
Min. Academic Education
Min. years of relevant Work experience
Required skills and competencies
Desired additional skills and competencies
Required Language(s) (at working level)