FINANCE OFFICER, CHIEF PAYROLL UNIT
Org. Setting and Reporting
The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.
Under the strategic guidance of the Department of Operational Support (DOS), the Kuwait Joint Support Office (KJSO) provides efficient and client-oriented services with the goal of moving transactional, non-location dependent administrative functions from its client entities. These include transactional elements of human resources, finance, travel and payroll.
The Finance Officer / Chief Payroll Unit will be based in Kuwait and directly report to the Deputy Chief, KJSO while providing relevant advice to the Chief KJSO.
Within delegated authority, the Finance Officer will carry out the following duties:
• Reviews and verifies the closing of monthly accounts and preparation of financial statements for submission to Headquarters.
• Verifies the data reported in the financial statements.
• Scrutinizes source documents for completeness, accuracy and validity of charges.
• Reviews and approves various vouchers and accounting transactions, e.g., payroll, payment of staff entitlements, final payments, travel claims, vendor invoices, agencies, field missions, etc., to ensure adherence to relevant staff rules, financial regulations and rules, guidelines or practices.
• Investigates erroneous charges and takes appropriate corrective accounting actions.
• Reviews and reconciles suspense accounts and ensure proper clearance procedures have been followed.
• Reviews and verifies bank reconciliations on a monthly basis.
• Examines details of income, expenditure, assets and liability from accounting system in order to analyze and verify accuracy and validity.
• Examines the validity of requests for increases in petty cash levels; approve disbursement vouchers to replenish petty cash accounts.
• Serves as Approving Officer for the Finance Section.
• Supervises other General Service or Field Service staff as required.
• Responds to queries from staff members and third parties.
• Oversees the processing of monthly payrolls and final pay for National Staff and Individual Uniform Personnel (IUPs). Performs approval of off cycle and release for National Staff and IUPs.
• Performs approval of off cycle approval of relocation grant and settling-in-grant for International Staff. Performs approval of travel expense reports for KJSO's full service client mission.
• Processes Individual Contractor and Consultant payments for KJSO's full service client missions.
• Overseas the reissuance of rejected & returned payroll deposits for National Staff and IUPs.
• Monitors/reviews methods used to remit payments and supervises investigation of non-receipt of payments.
• Responsible for monitoring the transmittal of payments worldwide.
• Reviews incoming payment instructions with regard to banking details and sources of funds.
• Prepares payments for final disbursement by Cashier.
• Monitors the dispatch of payment instructions and cheques to banks.
• Verifies receipts and deposit slips for all incoming funds.
• Assists staff members regarding queries on payment and deposit-related issues.
• Identifies and annotate bank account movements.
• Assists the Chief of Unit/Section in cash management, including preparing cash flow forecasts.
• Investigates complaints of non-receipt.
• Monitors cheque stock and cash receipt vouchers and requests for new stock as required.
• Ensures that cash in the vault are accounted for on a daily basis.
• In the absence of a Chief Cashier, oversee the daily operation of the Cashier’s Unit including the transmittal of payments.
• Lead the KJSO Payroll Unit by drafting and implementing the team Balance Scorecard, work plan and key performance indicators as well as empowering staff.
• Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to programme, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
• Provides guidance and training (including preparation of training materials) to junior staff with respect to transaction processing and the use of ERP system (Umoja).
• Drafts/verifies memoranda and/or cables relevant to financial and budget matters to various offices, departments and missions.
• Performs other related duties, as assigned.
• Professionalism: Knowledge of accounting, finance and budget functions, payroll processing and administration. Ability to analyse and apply data across the full range of finance, payroll and accounting functions. Demonstrated use of initiative and ability to make appropriate linkages in work processes and anticipate next steps showing skills and ability to analyse and interpret financial data. Shows pride in work and in 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.
• 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.
• Managing performance: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly.
High school diploma or equivalent is required. Technical or vocational certificate in accounting, finance, budget or related fields is required.
A minimum of ten (10) years of progressively responsible experience within the United Nations system or in the private sector at the national or international level in accounting, budgeting or financial management is required. The minimum years of relevant experience is reduced to 5 years for candidates who possess a first level University Degree.
A minimum of four (4) years of experience in running payroll in an ERP system is required.
A minimum of four (4 years) of experience in payroll administration for national and international staff members and uniformed personnel is desirable.
A minimum of three (3) years of experience working within a Shared Service Center is desirable.
For the position advertised, fluency in English is required.
Note: "Fluency" equals a rating of 'fluent' in all four areas (speak, read, write, and understand) and "Knowledge of" equals a rating of 'confident' in two of the four areas.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereafter is subject to the availability of the post or funds, budgetary approval or extension of the mandate.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.