ABOUT THE COMPANY:

UNDP works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.

JOB SUMMARY

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. As part of this commitment, UNDP adopted International Public Sector Accounting Standards (IPSAS) and established a Global Shared Service Center (GSSC) to provide IPSAS transactional recording (in the areas of revenue, expenses, and fixed assets), advisory and support services to UNDP Offices worldwide, and to provide training to UNDP Offices where needed. Human Resources services within the GSSC was set up earlier in 2003 in Copenhagen and it provides customized service packages to more than 40,000 UN personnel from agencies, funds, and programmes across the UN System. GSSC/HR in Copenhagen has established a legacy as a major Human Resources administration center within the United Nations and is recognized as a center of excellence. The Global Shared Service Center (GSSC) is part of the Bureau for Management Services (BMS).

In the area of Human Resources, the GSSC supports both staff 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.

Based in Copenhagen, the GSSC HR/Operations team provides operational interlocutor support from an HR, administrative and operational perspective to the main pillar of GSSC departments which provide GSSC services to clients and partners. It acts as an efficient and client-oriented “go-to” team for implementation of services and activities. The Operations Team is, amongst others, responsible for delivery of services related to financial management, procurement, inventory and asset management, travel and logistics as well as human resources management and protocol services. This back-office support is provided to GSSC colleagues serving in Copenhagen and in the regional locations: Addis Ababa, Amman, Bangkok, Dakar, Istanbul and Panama City.

Under the overall guidance of the Director, Global Shared Services Centre (GSSC) and direct supervision of the HR Analyst (Operations),the HR/Finance Associate ensures execution of a wide range of transparent and efficient operational services, to locally recruited GSSC staff in Copenhagen and in the regional locations as well as other UN agencies staff, execution of financial processes and transparent utilization of financial resources; and implementation of procurement services and processes for  GSSC. The HR/Finance Associate works in close collaboration with multiple other GSSC teams, other UNDP units in the UN City Copenhagen and GSSC in the regional locations as well as with other UNDP and UN entities for resolving operational (finance, HR, logistical, procurement, travel and administrative) issues and information exchange.

The key results have an impact on the overall execution of operational (finance, HR, logistical, procurement, travel and administrative) functions, and success in implementation of corporate strategies and policies, contributing to retention of highly competent, diverse and versatile workforce, aiming to provide professional services to clients.

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.

• Full compliance with UN/UNDP rules and regulations of financial processes, financial records and reports and audit follow-up; implementation and support of an effective internal control framework.
• GSSC finance business processes mapping and elaboration of the content of internal Standard Operating Procedures on finance related matters in consultation with the direct supervisor and office management.
• Maintenance of the internal expenditures control system which ensures timely processing of invoices and that invoices processed are matched and completed, transactions are correctly recorded and posted in Quantum.
• Ensures timely processing of travel claims, F10 claims and related administrative actions
• Timely corrective actions on unposted invoices such as for invoices with budget check errors, match exceptions, unapproved invoices, etc.
• Maintenance of the Accounts Receivables for projected income and follow-up on contributions, deposits creation in Quantum and their application to AR pending items.
• Timely VAT reimbursements.
• Support office management on recurring annual cooperate exercises such as Mid-year certifications, Annual Representation, Financial closure and more.

2) Ensures administration and implementation of operational, HR strategies and other practices and policies related to local staff focusing on achievement of the following results:

• Full compliance of records and reports with UN rules, regulations, UNDP policies, procedures and strategies; effective implementation of the internal control framework.
• Business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in consultation with the direct supervisor and management team.
• Advising staff and management on strategies, rules and regulations, contributing to the review and revision of guidelines relating to local staff.
• Promoting collaborative, client-oriented approach, resulting in higher staff confidence in unit administration and thus maintaining high staff morale.

• Implementation of recruitment processes, including vacancy announcements, screening of candidates and organization of interview panels, primarily with short term capacities such as interns, consultants, pro-bono etc.
• Administration of certain recurring payroll tasks such as overtime, banking, etc.
• Ad hoc HR tasks, as applicable such as support of large-scale office projects.
• Setting up suppliers.
• Organization of travel requests, including purchase of tickets, travel arrangements in the Quantum Travel Module, DSA calculation and payment, and liaise with traveller and related partners
• Mission travel visa facilitation, logistical support to office visitors, etc.
• Conference facilities arrangements, logistical support to office events.
• Management of GSSC mail and DHL service delivery.

• Micro-purchase processes in and outside of Quantum for GSSC
• Implementation of the internal control system which ensures that invoices are duly prepared and processed. Timely corrective actions on invoices with budget check errors and other problems.
• Creation and update of suppliers in Quantum.
• Daily asset management and coordination with GSSC asset management focal points.
• Preparation of inventory reports.
• Implementation of inventory and physical verification control.
• Support on related audit exercises.

• Organization of trainings on administrative issues.
• Synthesis of lessons learned and best practices in HR and operations.
• Sound contributions to knowledge management networks and communities of practice.

Supervisory/Managerial Responsibilities: None

Cross-Functional & Technical competencies:

Finance / Accounting (General):

• Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

Administration & Operations / Inventory management:

• Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above.

Administration & Operations / Travel policy and procedures:

• Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel and related matters

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 / Knowledge Generation:

• Ability to research and turn information into useful knowledge, relevant for context, 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 / 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.

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