UNDP, as an integral part of its mission to fight poverty and improve the lives of people around the world, is committed to being open, transparent and accountable. In 2015, as part of this commitment UNDP established a Global Shared Service Centre (GSSC) to ensure optimal and consistent provision of operational services in the areas of finance, HR, procurement, administration to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. The Global Shared Service Centre (GSSC) is part of the Bureau for Management Services (BMS).

In the area of Human Resources, the GSSC supports both staff, personnel and management in UNDP offices and units, with the full cycle of HR services ranging from recruitment, talent management, learning and development, HR policy and advisory services, benefits and entitlements management, payroll and banking transactions.

Under the guidance and direct supervision of the Payroll Analyst, the Regional Payroll Associate provides payroll services ensuring high quality, accuracy and consistency of work. The Regional Payroll Associate promotes a client-oriented approach consistent with UNDP rules and regulations.

The Regional Payroll Associate (RPA) works in close collaboration with the ITM, Agency focal points in HQ and Country Offices, UNV Payroll Associate, with the Payroll Finance Unit and International Professional Management Units within OFRM and GPS/GSSC respectively, as well as with the Human Resources (HR) Administrators within Local BES and PSA Administration teams and the Global Payroll Administrators with the Local Payroll team in GSSC and the Local Focal Points and Finance Focal points in the country offices, HR Administrators and Global Payroll Administrators from the HQ offices to exchange information and ensure consistent service delivery.

The Regional Payroll Associate provides payroll services contributing to the overall efficiency in UNDP HR management, success in implementation of operational strategies, and success in onboarding of new clients and agencies and implementing the change requests for the clients efficiently.  Accurate analysis of payroll information provides assurance that the payroll transactions are accurate and reliable.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

1. Ensure timely administration of payroll, banking and disbursement services to all personnel (whose payroll is administered in Quantum):

• Advise internal and external clients on Benefits and Entitlements, Staff Regulations and Rules and HR guidelines.
• Ensure timely administration of payroll, banking and disbursement services to all personnel whose payroll is administered in Quantum.
• Provide oversight and monitoring of payroll processes and procedures.
• Provide oversight on payroll transactions and compensation components such as one-time or recurring earnings and deductions, manual entry of allowances and benefits where necessary;
• Reply to queries and assist in solving issues related to Global Payroll and HR data from HR, Global Payroll administrators within GSSC and in the HQ.
• Provide oversight on Quantum Global Payroll banking setup such as source banks and employee destination banks setup to achieve fluidity of payments;
• Provide oversight and assistance on payroll payments to employees;
• Ensure timely posting of expenditures to the General Ledger for UNDP and partner agencies;
• Provide support on HR and Financial policies and procedures related to payroll;
• Contribute to knowledge base, particularly with Agency/Country Office specifics, and analyze Agency/Country Office Performance;
• Run Payroll Processes e.g. cancellation, recalculation and finalization of payroll;
• Assist in processing agreed separations, extended sick leave and special education grants as required;
• Provide out of hours support and undertake other related tasks as required.

2. Ensure Successful onboarding of new Agencies and Clients and rollout of Payroll Services:

• Liaise with the Agencies and Clients on new projects and initiatives. Projects and initiatives could be onboarding new clients, rolling out new services like Partner PSA rollout, offboarding existing clients, etc.
• Remain as the payroll focal point and map the Payroll Workflows and Processes
• Ensure Agencies complete testing and address any gaps/queries arise during the project phases
• Onboard and hand-hold agencies into the new process and system
• Offboard clients desiring to move-out of the services and ensure and activities are handled appropriately during and post transition.

3. Ensure verification and data integrity of the accuracy of the financial transactions posted to the UNDP General Ledger, Partner agencies’ General Ledger and a successful costing and billing for the non-partner agencies.

• Ensure Global Payroll expenditures are accurately reflected in the General Ledger reconciliation.
• Guide the Agencies and Offices in setting up the Labor schedules/person costing pertaining to posting of the payroll expenditures of partner and non-partner agencies accordingly.
• Provide advice on bank to book issues pertaining to source bank setup.

4. Ensure facilitation of knowledge building and knowledge sharing of internal clients and external agencies ensuring a stable payroll.

• Conduct Workshops and training to the clients on the HR/Payroll Workflows and processes
• Train and engage with the new agencies and clients until the system and processes are stabilized
• Organize and Conduct training for the CO and HQ staff on HR/payroll;
• Synthesis of lessons learnt and best practices in HR/payroll;
• Sound contributions to knowledge networks and communities of practice.
• Offboard clients desiring to move-out of the services and ensure and activities are handled appropriately during and post transition.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: None

Competencies

Achieve Results:

• LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

• LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

• LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

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

Act with Determination:

• LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

• LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

• LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

HR -Compensation/remuneration / Payroll management:

• Knowledge of and ability to apply mechanisms and tools to collect payroll data, process payroll, and manage payroll reports.

HR -Compensation/remuneration / Managing compensation and benefits:

• Ability to design compensation plans which are aligned to current and future organization needs and market conditions; knowledge of and ability to apply the ICSC compensation methodologies and principles. Knowledge of and ability to design benefits-related processes, programmes, and tools, including benefit enrolment and amendments.

Business Direction & Strategy / Business Acumen:

• Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
• Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.

Business Development / Knowledge Generation:

• Ability to research and turn information into useful knowledge, relevant for content, or responsive to a stated need.

Business Management / Change Management:

• Ability to prepare, support, and help individuals and teams in designing and implementing organizational change.

Business Management / Digital Awareness and Literacy:

• Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

Business Management / Customer Satisfaction/Client Management:

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
• Ability to anticipate client’s upcoming needs and concerns.