Hardship LevelH (no hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeNOC
Staff Member / Affiliate TypeNational Professional Officer
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-10-01
Job Posting End DateOctober 31, 2023
Standard Job Description
Payroll Officer
Organizational Setting and Work Relationships
The Payroll Officer reports to the Chief of Global Payroll Section, acts as the deputy of the supervisor, and supervises a Payroll Unit responsible for a part of Global Payroll operation and the processing of staff entitlements such as education grants, statutory travel claims and rental subsidies, as well as remittances to third parties including salaries, insurance premiums, salary advances and separation entitlements. This function will include reviewing and approving computation of entitlements, disbursements and different journal vouchers for a substantial number of transactions and providing guidance and interpretation of the United Nations financial rules and regulations. The incumbent will ensure that the overall services rendered by the supervised staff are satisfactory and up to standards.
The Payroll Officer maintains internal/external contacts with staff, UN sister agencies and other third parties at different levels to answer queries and ensure the confidentiality of all personnel and payroll matters. The confidentiality of all personnel and payroll matters and the need to deal with clients in a courteous and efficient manner are salient features of this position.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.
Duties
- Analyse reports on all pension activities, including remittances of contribution and reporting for restoration and validation of prior service, leave without pay and staff contributions.
- Review and approve payment vouchers, journal vouchers, schedules, lists etc. covering output of the Payroll Section.
- Draft correspondence to address internal/external audit queries/observations on Payroll/Payments and coordinate the implementation of audit recommendations.
- Ensure compliance with UNHCR and UN Financial Rules, policies and procedures.
- Ensure that payroll Open Item accounts are reconciled, and that reporting and internal control systems are functioning.
- Identify potential risks in relation to the management of the Payroll, including effective internal controls, and propose mitigating action to the supervisor, when applicable.
- Analyse and advise on improvements to the payroll system.
- Review the calculation of overpayments and ensure recoveries are affected through payroll deductions or direct bank transfers.
- Review recommendations for disposition of irrecoverable assets (write-offs) and ensure they are in line with staff rules, financial rules and/or other administrative instructions.
- Develop recovery procedures and schedules to ensure rapid and full receipt of outstanding amounts.
- Control and maintain accounts payable and receivable; provide authoritative interpretation of requirements for transactions in this area, in accordance with applicable UN/UNHCR Financial and Staff Rules.
- Keep abreast of developments which could affect the Organization's disbursement operations worldwide; inform supervisor/senior management accordingly.
- Provide advice to staff members on the practical application of policies and procedures.
- Monitor the implementation of changes, provide test data, verify outputs for completeness and accuracy indicating acceptance of results.
- Implement year-end instructions concerning Payroll accounts reconciliation in a timely manner.
- Ensure that calculations of staff entitlements are timely and accurately processed in compliance with applicable UN/UNHCR Rules and Regulations, and that Payroll/Payments processing operations are completed as per the Payroll schedule and set deadlines.
- Draft and propose amendments to policies, procedures and instructions in relation to the administration of staff entitlements.
- Coach and guide the newly recruited staff on various administrative, human resources, and financial processes of the Payroll Section and its standard operational procedures.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.
Minimum Qualifications
Years of Experience / Degree Level
For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree
Field(s) of Education
Business Administration; Personnel Management; Finance;
Accounting; Economics; Public Administration;
or other relevant field.
Certificates and/or Licenses
Certified Public Accountant
Assc Chartered Certif Account
Chartered Inst of Mgmt Account
Chartered Accountant (CA)
Certif. Practising Accountant
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Minimum 2 years of previous job experience in an Intergovernmental Organization (United Nations or similar). Ability to produce high quality output with desirable results and to deal with time pressure. Good communicator with strong interpersonal skills to deal with staff members of different cultural and educational background. Working experience with PeopleSoft/Oracle Financial modules.
Desirable
UN Financial examination. Experience in UNHCR field operation.
Functional Skills
*CO-Cross-cultural communication
*FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
*FI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc)
*IT-Computer Literacy
*IT-Microsoft Office Productivity Software
(Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile The successful candidate will possess extensive experience and a proven track record in Payroll with sound knowledge on UN administrative, human resources and financial management. S/he is expected to have a strong command of applicable UN policies, procedures, HR/Finance rules, regulations and practices to ensure their coherent and consistent application as well as compliance. In-depth knowledge of UN common system of salaries and entitlement is essential to successfully discharge the functions of the position. At least 3 years of practical hands-on experience in Payroll is therefore mandatory for this position. Additionally, the successful candidate should have strong managerial competencies and coaching skills, and proven experience in managing a diverse team in a multicultural and diverse environment. S/he must possess excellent interpersonal and team-building skills with the ability to provide training to junior colleagues on broad payroll issues. S/he should demonstrate a cordial, respectful and client service-oriented attitude that inspires trust from colleagues across the board. Good peopleโs management skills are required, as well as experience in handling oversight issues and providing responses to a diverse group of staff in field operations. A good command of English is mandatory and knowledge of a second UN language is desirable.
Additional information:
Candidates must be legally present in Hungary at the time of application, recruitment and hire.
Remuneration:
In case of appointment, a competitive compensation and benefits package is offered.
Benefits:
Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year).
Pension system: Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).
Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.
Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
The Payroll Officer will work under the direct supervision of the Chief of Global Payroll Section and with the support of the Senior Business Analyst. As the leader of one of the Payroll Sectionโs Payroll Processing Units, s/he will oversee a team of 4-5 Payroll Associates. S/he will provide guidance, oversight, and support on all payroll related issues within their line of duty, ensuring coherent and consistent application of pertinent rules and regulations as well as compliance.
Living and Working Conditions:
Additional Qualifications
SkillsCO-Cross-cultural communication, FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), FI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc), IT-Computer Literacy, IT-Microsoft Office Productivity Software, Payroll
EducationBachelor of Arts (BA): Accounting, Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): Finance, Bachelor of Arts (BA): Personnel Management, Bachelor of Arts (BA): Public Administration
CertificationsAssociation of Chartered Certified Accountant - ACCA, Certif. Practicing Accountant - Other, Certified Public Accountant - Other, Chartered Accountant (CA) - Other, Chartered Institute of Management Accountants - CIMA
Work Experience
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
Additional InformationVacancy open to non-Hungarian applicants. Knowledge of an official UN language in addition to English is desirable, and relevant experience is critical (see Desired Candidate Profile). Applicants may be required to sit for a written test.
Functional clearanceThis position doesn't require a functional clearance