Finance Associate

United Nations Development Programme (UNDP)

Putrajaya (Malaysia)
 Full-time
Finance, Budget and Accounting
 Closing soon: 18 Oct 2022
A Hardship 4.0 Low
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Posted 1 week ago
JOB DESCRIPTION
UNDP is committed to achieving workforce diversity in terms of gender, nationality
and culture. Individuals from minority groups, indigenous groups and persons with
disabilities are equally encouraged to apply. All applications will be treated with the
strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment,
including sexual harassment, and discrimination. All selected candidates will,
therefore, undergo rigorous reference and background checks.

BACKGROUND

II. Background and Organizational Context

UNDP multi-country office in Malaysia, Singapore and Brunei Darussalam provides technical assista
policy and technical advisory services to the Governments of Malaysia, Singapore and Brunei
Darussalam in their efforts towards achieving the Sustainable Development Goals (SDG); in partner
with development partners, financial institutions, private sector and civil society.

In Malaysia, UNDP’s programme priorities and partnerships are defined and operationalized through
Country Programme between Government of Malaysia and UNDP to support and contribute to the
development priorities and results envisioned in the 5-year Malaysia Plan. Malaysia is currently
implementing the Twelfth Malaysia Plan 2021-2025 (12MP), which is anchored around three key th
namely resetting economy, strengthening security, wellbeing and inclusivity; and advancing sustain
to achieve economic growth and transform Malaysia into a prosperous, inclusive and sustainable
country.

III. Position Purpose

Under the guidance and supervision of the Operations Specialist, the Finance Associate ensures
effective execution of financial services and processes in CO and transparent utilization of financia
resources. The Finance Associate promotes a client-oriented approach consistent with UNDP rules
regulations.

The Finance Associate can supervise clerical and support staff of the Finance Unit. The Finance
Associate works in close collaboration with the operations, programme and projects’ staff in the CO
with UNDP HQs staff for resolving finance-related issues and information exchange.

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DUTIES AND RESPONSIBILITIES

IV. Key Duties and Accountabilities

 Implementation of operational and financial management strategies

 Administration of budgets and cost-recovery system
 Accounting. Finance and administrative support
 Global payroll
 CO cash management
 Facilitation of knowledge building and knowledge sharing

1. Ensures implementation of operational and financial management strategies, adapts processes

procedures focusing on achievement of the following results:

 Full compliance with UN/UNDP rules and regulations of financial processes, financial record
reports and audit follow up; implementation of the effective internal control framework.
 CO finance business processes mapping and elaboration of the content of internal Standard
Operating Procedures in Finance in consultation with the direct supervisor and office
management.
 Provision of inputs for implementation of cost-saving and reduction strategies in consultatio
with the office management.
 Preparation of cost sharing and trust fund agreements, follow up on contributions within the
resource mobilization efforts.

2. Ensures administration of budgets and functioning of the optimal cost-recovery system focusin

achievement of the following results:

 Preparation and modifications of budgets for UNDP management projects, follow-up with HQ
ASL for management projects.
  Presentation of researched information for planning and status of financial resources of the
 Sending project budget to KK if authorized by the Senior Management (can be done only on t
basis of signed prodocs and project budgets).
 Timely preparation of cost-recovery bills in the ERP for the services provided by UNDP,
implementation of the income tracking system and follow up on cost recovery.

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3. Ensures effective administrative control in the office, focusing on achievement of the following

results:

 Proper control of the supporting documents for payments and financial reports for NEX proje
preparation of voucher request to GSSC and follow up on payments execution.
 Proper receipting of goods and services and establishment of accruals.
 Approval of vendors in the ERP (if a senior member of the Finance team).
 Maintenance of the internal expenditures control system which ensures that vouchers proce
are matched and completed, transactions are correctly recorded and posted in the ERP; payr
are duly prepared and processed; travel claims, MPOs and other entitlements are duly proces
 Timely accounts closure
 Timely corrective actions on unposted vouchers, including the vouchers with budget check e
match exceptions, unapproved vouchers. Timely response to HQ requests to resolve financia
data issues.
 Timely corrective actions on erroneous data in the ERP. Preparation of financial reports as
required.
 Maintenance of the Accounts Receivables for UNDP CO and projects and follow-up with part
on contributions, deposits creation in the ERP and their application to AR pending items.
 Timely VAT reimbursements, payment of GLOC by the Government.

4. Ensures proper CO cash management functioning focusing on achievement of the following resu

 Timely review of cash position for local accounts to ensure sufficient funds on hand for
disbursements. Timely identification and recording of receipts for income application.
 Daily review of zero-balance account bank statements in the ERP to monitor imprest level;
identification and recording of contributions.
 Preparation of monthly UN exchange rate report to Treasury.
 Timely and accurate follow-up on bank reconciliations.
 Timely preparation of monthly cashflow forecast for use by Operations Manager. Liaison wit
Agencies to obtain estimate of their cash requirement.
 Initiation of bank transfers and deals in the ERP.

5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achieve

of the following results:
  Organization of trainings for the operations/ projects/ programme staff on Finance.
 Synthesis of lessons learnt and best practices in financial management.
 Sound contributions to knowledge networks and communities of practice.

COMPETENCIES

Expected Demonstration of Competencies

Core

LEVEL 1: Plans and monitors own work, pays attention to details, delivers qua
Achieve Results:
work by deadline

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, ma

Think Innovatively:
improvements

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes,
Learn Continuously
for feedback

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is

Adapt with Agility
flexible

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversi
Act with Determination
confident

LEVEL 1: Demonstrates compassion/understanding towards others, forms po

Engage and Partner
relationships

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confron

Enable Diversity and Inclusion
discrimination

Cross-Functional & Technical competencies

Thematic Area Name Definition

Business  Ability to take decisions in a timely and efficient manner in line w
Effective Decision
Direction & one’s authority, area of expertise and resources
Making
Strategy

 Ability to communicate in a clear, concise and unambiguous ma

Business both through written and verbal communication; to tailor messa
Communication
Management and choose communication methods depending on the audienc

 Ability to create and manage processes to achieve UNDP's long

Financial planning short-term financial goals, including through planning, budgeting
Finance
and budgeting forecasting, analyzing, and reporting

 Financial and business process engineering expertise required t

Financial and
innovate, design, change and implement new financial business
process
Finance models, financial instruments, financing opportunities, business
processes, policies and procedures, and technological solutions
innovation

 Understands changes in regulatory, legal and ethical frameworks

standards for financial reporting in the public sector. Ability to ex
evaluate financial data, derive relevant findings and present them
meaningful and coherent manner to facilitate effective decision
Financial reporting
Finance making and performance monitoring. Understands the benefits o
and analysis
integrated reporting, including non-financial resources such as
human, social and intellectual capital, and environmental and
governance performance

 Ability to produce periodic qualitative and quantitative performa

reports to facilitate effective decision making and performance
Management and monitoring. Ability to use a range of costing techniques and ana
Finance
cost accounting cost related data to provide quantitative information to the users
reports.

REQUIRED SKILLS AND EXPERIENCE

V. Requirements:

Education
  Secondary Education is required, with specialized certification in Accounting and Finance OR
 University Degree in Finance, Business or Public Administration will be given due considerati
 Professional accounting qualification from an internationally accredited institute of accounta
will have a distinct advantage.
 Long-listed candidates may be required to undergo the UNDP Accountancy & Finance Test (A

Experience, Knowledge, and Skills

 Minimum 6 years (with Secondary education) or 3 years (with Bachelor’s degree) of progress
responsible finance and accounting experience is required.
 Experience in the usage of computers and office software packages (MS Word, Excel, etc) an
advance knowledge of spreadsheet and database packages is required
 Experience in handling of web-based management systems and ERP financials, preferably
PeopleSoft will be an advantage
 Knowledge of IPSAS and/or IFRS desired
 Fluency in English and National Language