Junior Professional Officer (JPO) Job Description

Transcription

1 Please use this format to request a JPO for your office. The Job Description should be specific and comprehensive and UN/UNDP abbreviations should be spelled out in full. I. Position Information JPO functional title: Finance Analyst Main sector of assignment: Business and administrative management Detailed sector of assignment: Finance Agency: University Department: Reports to: Officer Position Status: United Nations Finance Chief Financial Non-rotational Grade Level: (P2) Country and Duty Station: Kuala Lumpur, Malaysia Duty Station status: Family (staff member and eligible family members) Duration and Type of Assignment: One-year fixed-term appointment, renewable at least once subject to satisfactory performance, recommendation by respective office and partner country agreement Job Family: II. Job Purpose and Organizational Context The UNDP Junior Professional Officer (JPO) Programme: The UNDP JPO Programme equips outstanding young leaders with the skills and experience required to advance the Sustainable Development Goals (SDGs) and make a positive difference in the world. As a pathway into the world of development, the programme offers young professionals excellent exposure to multilateral cooperation and sustainable development while providing a valuable entry point into the UN system. During their assignments, JPOs benefit from the guidance of experienced UNDP staff members and are actively involved in supporting the design and implementation of UNDP s programs within UNDP s headquarters, regional or country offices. Job Purpose: The United Nations University (UNU) is an international community of scholars, engaged in research, postgraduate teaching and capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its member states. For more information please visit The UNU Headquarters Finance Unit is located in Kuala Lumpur, and is accountable for the oversight of the JPO Job Description Template January

2 University s finances through the delivery of outstanding services, in the areas of budget planning; financial accounting and reporting; financial operations; treasury management, risk management and audit coordination. These functions also include reviews and enhancements the existing Finance policies, standard operational procedures and policy advisory function. The Finance Analyst will be integral part of the UNU Headquarters Finance Unit and will report directly to the Chief Financial Officer. He/she ensures efficiency in financial resources management and the provision of accurate, thoroughly researched and documented financial information and effective delivery of financial services. He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues. The Finance Analyst promotes a collaborative, client-oriented approach consistent with UN/UNU rules and regulations. Reporting structure and partners The Finance Analyst will be reporting directly to the Chief Financial Officer. He/she will be working closely with the UNU Headquarters Administration team, as well as regularly interacting with the finance and operational focal points located in UNU`s institutes worldwide. III. Supervision Name of Supervisor: Title of Supervisor: Su Ching Ng Chief Financial Officer Content and methodology of supervision: As part of the UNDP JPO programme overall framework, the JPO will benefit from the following supervision modalities: Structured guidance provided by the supervisor, especially in the beginning of the assignment, with the purpose of gradually increasing the responsibilities of the JPO Establishment of a work plan, with clear key results Effective supervision through knowledge sharing and performance/development feedback throughout the assignment Easy access to the supervisor Participation in Unit/Team/Office meetings to ensure integration and operational effectiveness Guidance and advice in relation to learning and training opportunities within the field of expertise Completion of the yearly UNDP Performance Management Document (PMD) If more than one supervisor; clear agreement of the roles and responsibilities between the relevant parties III. Duties and Responsibilities and Output expectations JPO Job Description Template January

3 1) Prepare financial reports to senior management by assembling and summarizing data, make presentations of findings, insightful analysis and recommendations for decision making. She/he will be expected to prepare sound and technical analysis of the cases. 2) Complete assigned financial transactions and monthly closure processes to ensure completeness and accuracy of records in the financial management system. Contribute towards effective and accurate financial resources management and oversight. 3) Contribute to the consistent provision of advisory services focusing on interpretation and application of accounting and UN/UNU policies, allowing the UNU headquarters and institutes to carry their functions more effectively and efficiently. 4) Perform business processes mapping, analyse existing processes and suggest optimum workflows for efficiency and effective internal controls. Develop standard operating procedures for new workflows, in close consultation with stakeholders. 5) Facilitate knowledge management and sharing of Finance best practice with UNU Finance and Operations staff; offer guidance to all stakeholders on financial matters. IV. Competencies and Selection Criteria Description of Competency at Level Required (For more comprehensive descriptions please see the competency inventory) Core Innovation Ability to make new and useful ideas work Leadership Ability to persuade others to follow People Management Ability to improve performance and satisfaction Communication Ability to listen, adapt, persuade and transform Delivery Ability to get things done while exercising good judgement Technical/Functional Level 3: Adapts deliverables to meet client needs Level 2: Proactively identifies new opportunities and challenges Level 3: Appropriately involves team in different stages of work and decision-making Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation Level 3: Takes responsibility for addressing critical situations and delivering core value Technical knowledge Understanding of main functions and principles of human resources management. Analytical thinking Ability to conceptualize information and prepare the recommendations based on the organizational needs and priorities. Personal learning and development JPO Job Description Template January 2017 Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise Level 3: Implement & Manage: Exercises skills and knowledge 3

4 Commitment to continuous learning and wiliness to keep abreast of new development in the field of work. Teamwork Has good inter-personal skills and ability to establish working relationships within his/her own team and across various teams in the organization. independently, demonstrating ability to manage self and team responsibilities, in area of work Level 4: apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise V. Recruitment Qualifications Education: Master s Degree or equivalent Advanced Degree in a related field of expertise, preferably in Finance, Accounting, Business Administration, Management Information Systems or equivalent. Experience: List out: 1. A minimum of two years working experience in providing financial management services, accounting and operational systems, preferably in an international organization. 2. Demonstrated knowledge of IPSAS and/or IFRS. 3. Proficiency in computer systems and office software packages (Microsoft Word, PowerPoint, Excel, etc.) and advance knowledge of spreadsheets. 4. Experience in handling of ERP systems (PeopleSoft, SAP) and web based management systems. Language Requirements: Working knowledge of English Other desirable education, languages and work experience: Professional accounting qualification from an internationally recognized institute of accountancy is an asset. VI. Training and Learning As part of the UNDP JPO programme overall framework, the JPO will benefit from the following training and learning opportunities: JPO Job Description Template January

5 Participation in a two-week long Programme Policy and Operations Induction Course in New York within the first 3 to 6 months of assignment Use of yearly JPO duty-related travel and training allocation (DTTA), as per the online DTTA guide Other training and learning opportunities, as presented in the UNDP JPO Orientation Programme In addition, the JPO will benefit from the following specific training and learning modalities/opportunities in the receiving office: The JPO will have opportunity to interact with the UNU`s personnel at the different level including the executives. She/he will be also able to learn and contribute in the policy work of the UN entity and build a knowledge which will be transferrable in the UN system or in the international human resources setup. He/she will have an exposure to the global initiatives and apply the newly gained knowledge in contributing to the design of policies and procedures. VII. Background Information Information on the receiving office: (Provide basic information on the office: number of international/national staff in the whole office and in the unit where the JPO will be working, etc. Give a short background of the programme/projects the JPO will be working on: history, recent and upcoming developments.) The JPO will be working in the UNU`s Administration Center which is located in Kuala Lumpur, Malaysia. The Center provides administrative, human resources and financial services support to whole UNU. Organization chart: Attach an up-to-date organization chart of the office and indicate where the JPO would be assigned. Living conditions at the Duty Station: Kuala Lumpur is the capital and biggest city in Malaysia. It is one of the fastest growing metropolitan areas in the South-East Asia. The city hosts relatively large expat community and many international companies and institutions including United Nations. Kuala Lumpur has stable security, good transportation network, relatively low living costs and English is widely spoken. Malaysia lies in the tropical rainforest climate with constantly warm temperatures. Smoking/Non-Smoking environment (as applicable): enter text Approved by: Name of the Head of Office: enter text Title of the Head of Office: enter text Date of issuance: enter text JPO Job Description Template January

6 JPO Job Description Template January

7 Please use this format to request a JPO for your office. The Job Description should be specific and comprehensive and UN/UNDP abbreviations should be spelled out in full. I. Position Information JPO functional title: Human Resources Analyst Main sector of assignment: Business and administrative management Detailed sector of assignment: Human Resources Agency: University Department: United Nations Human Resources Grade Level: (P2) Country and Duty Station: Kuala Lumpur, Malaysia Duty Station status: Family (staff member and eligible family members) Duration and Type of Assignment: One-year fixed-term appointment, renewable at least once subject to satisfactory performance, recommendation by respective office and partner country agreement Reports to: Resources Position Status: Chief of Human Non-rotational Job Family: II. Job Purpose and Organizational Context The UNDP Junior Professional Officer (JPO) Programme: The UNDP JPO Programme equips outstanding young leaders with the skills and experience required to advance the Sustainable Development Goals (SDGs) and make a positive difference in the world. As a pathway into the world of development, the programme offers young professionals excellent exposure to multilateral cooperation and sustainable development while providing a valuable entry point into the UN system. During their assignments, JPOs benefit from the guidance of experienced UNDP staff members and are actively involved in supporting the design and implementation of UNDP s programs within UNDP s headquarters, regional or country offices. Job Purpose: The United Nations University (UNU) is an international community of scholars, engaged in research, postgraduate teaching and capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its member states. For more information please visit UNU s Human Resources Unit located in Kuala Lumpur provides to UNU and its leadership the best strategic advice creating the environment and policies enabling UNU to attract and retain highly qualified individuals for its positions. 1

8 It provides advisory and oversight of human resources management of UNU`s global workforce. The HR Unit manages the entire HR portfolio for the UNU through its advisory services and plays role in workforce planning, recruitment, talent development, performance management and succession management. These functions also include reviews and enhancements the existing HR policies, standard operational procedures for the entire UNU and policy advisory function for the UNU`s Institutes. The Human Resources Analyst will be integral part of the UNU`s Human Resources and will report directly to the Chief of Human Resources., She/he will be involved both in the strategic initiatives shaping the way how UNU manages its personnel and also in the day to day duties related to the provision of the HR services within the UNU. The Human Resources Analyst will be expected to contribute to the HR policy advisory function and to provide the research on the existing practices and policies among the UN system and best employers worldwide. Reporting structure and partners The Human Resources Analyst will be reporting directly to the Chief of Human Resources and will be interacting with the UNU`s Director of Administration and Rector`s office located in Tokyo, Japan. He/she will be regularly interacting also with the admin/operational focal points located in UNU`s institutes worldwide. III. Supervision Name of Supervisor: Title of Supervisor: Miroslava Satinova Chief of Human Resources Content and methodology of supervision: As part of the UNDP JPO programme overall framework, the JPO will benefit from the following supervision modalities: Structured guidance provided by the supervisor, especially in the beginning of the assignment, with the purpose of gradually increasing the responsibilities of the JPO Establishment of a work plan, with clear key results Effective supervision through knowledge sharing and performance/development feedback throughout the assignment Easy access to the supervisor Participation in Unit/Team/Office meetings to ensure integration and operational effectiveness Guidance and advice in relation to learning and training opportunities within the field of expertise Completion of the yearly UNDP Performance Management Document (PMD) If more than one supervisor; clear agreement of the roles and responsibilities between the relevant parties III. Duties and Responsibilities and Output expectations 2

9 1)Participates in the development of new human resources policies and operational guidelines for various categories of UNU personnel. This includes the participation in the review of existing guidelines and practices among the organization. Directly contributes into the update and creation of new policies governing the management of the UNU personnel recruited in accordance to the UN Staff Rules and Regulations as well as UNU specific contracts worldwide in areas such as conditions of service, insurance plans, salary plans, etc. 2) Conducts research on existing policies within the UN system, public and private sector best practices, General assembly decisions. Under the supervision of Chief of HR prepares the briefs and recommendations based on the strategic and operational needs of UNU`s Senior management and Institutes.. Conducts research on best practices among the best employers word wide and prepares recommendations capturing the best practices. 3) Provide advices related to policy implementation to the Senior management, managers and other clients in the UNU. Under the supervision of Chief of HR contributes to the consistent provision of advisory services focusing on interpretation and application of existing policies for entire UNU allowing it`s institutes to carry their functions more effectively and efficiently. She/he will be expected to prepare sound and technical analysis of the cases. 4) Designs templates and forms related to the human resources policy and suggests optimum workflows. Prepares standard operating procedures. Prepare analysis of existing processes and suggests the changes focused on improvement and efficiency. 5)Contributes to the knowledge management and knowledge sharing, managing the Human resources part of the UNU`s intranet, prepares and delivers training/onboarding packages for UNU personnel related to HR policies. Contributes to the preparation of training materials for the UNU Admin/HR network. Prepare draft papers, policy reports, presentations and similar documents related to HR policies for the Chief of HR for submissions to UNU`s Senior management. IV. Competencies and Selection Criteria Description of Competency at Level Required (For more comprehensive descriptions please see the competency inventory) Core Innovation Ability to make new and useful ideas work Leadership Ability to persuade others to follow People Management Ability to improve performance and satisfaction Communication Ability to listen, adapt, persuade and transform Delivery Ability to get things done while exercising good judgement Technical/Functional Level 3: Adapts deliverables to meet client needs Level 2: Proactively identifies new opportunities and challenges Level 4: Models independent thinking and action Level 4: Synthesizes information to communicate independent analysis Level 3: Takes responsibility for addressing critical situations and delivering core value Technical knowledge Understanding of main functions and principles of Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous 3

10 human resources management. Analytical thinking Ability to conceptualize information and prepare the recommendations based on the organizational needs and priorities. Personal learning and development Commitment to continuous learning and wiliness to keep abreast of new development in the field of work. Teamwork Has good inter-personal skills and ability to establish working relationships within his/her own team and across various teams in the organization. improvement, in professional area of expertise Level 4: Apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Level 4: apply & Adapt: Contributes skills and knowledge with demonstrated ability to advance innovation and continuous improvement, in professional area of expertise V. Recruitment Qualifications Education: Master s Degree or equivalent Advanced Degree in a related field of expertise, preferably in Business Administration, Human Resources or Institutional law. Experience: List out: 1. A minimum of two years of paid working experience in human resources, law or related area is required. Experience in human resources areas such as policy development, policy interpretation or change management is required. 2. Experience gained in the international organization or set up covering number of countries is considered an asset. 3. Experience with drafting the policies and editing documents is required. 4. Experience in research and content management (intranets, internal communication, bulletins) is considered an asset. 5. Knowledge of UN Staff Rules and Regulations or relevant policies is considered an asset. Language Requirements: Working knowledge of English Other desirable education, languages and work experience: Proficiency in computer systems including word processing and spreadsheet applications is required (Microsoft Word, PowerPoint, Excel, Access, etc). Experience with ERP systems (PeopleSoft, SAP) is considered an asset Any required training 4

11 VI. Training and Learning As part of the UNDP JPO programme overall framework, the JPO will benefit from the following training and learning opportunities: Participation in a two-week long Programme Policy and Operations Induction Course in New York within the first 3 to 6 months of assignment Use of yearly JPO duty-related travel and training allocation (DTTA), as per the online DTTA guide Other training and learning opportunities, as presented in the UNDP JPO Orientation Programme In addition, the JPO will benefit from the following specific training and learning modalities/opportunities in the receiving office: The JPO will have opportunity to interact with the UNU`s personnel at the different level including the executives. She/he will be also able to learn and contribute in the policy work of the UN entity and build a knowledge which will be transferrable in the UN system or in the international human resources setup. He/she will have an exposure to the global initiatives and apply the newly gained knowledge in contributing to the design of policies and procedures. VII. Background Information Information on the receiving office: (Provide basic information on the office: number of international/national staff in the whole office and in the unit where the JPO will be working, etc. Give a short background of the programme/projects the JPO will be working on: history, recent and upcoming developments.) The JPO will be working in the UNU`s Administration Center which is located in Kuala Lumpur, Malaysia. The Center provides administrative, human resources and financial services support to whole UNU. Organization chart: Attach an up-to-date organization chart of the office and indicate where the JPO would be assigned. Living conditions at the Duty Station: Kuala Lumpur is the capital and biggest city in Malaysia. It is one of the fastest growing metropolitan areas in the South-East Asia. The city hosts relatively large expat community and many international companies and institutions including United Nations. Kuala Lumpur has stable security, good transportation network, relatively low living costs and English is widely spoken. Malaysia lies in the tropical rainforest climate with constantly warm temperatures. Smoking/Non-Smoking environment (as applicable): enter text 5

12 Approved by: Name of the Head of Office: enter text Title of the Head of Office: enter text Date of issuance: enter text 6