Accounting Officer – AP Invoices processing

Only candidates who are not nationals of the country of assignment are eligible to apply to this position

H (no hardship)

Family

PR3

Professional

* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff member’s country of nationality.

In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.

Reason

Regular > Regular Assignment

No

2024-09-24

October 18, 2024

Accounting Officer

Organizational Setting and Work Relationships

The Global Financial Service (GFS) within UNHCR’s Division of Financial and Administrative Management (DFAM) of UNHCR is responsible for maintaining, monitoring, analyzing, and reporting on the statutory and management financial information recorded in UNHCR’s accounts and used in various reports, including UNHCR’s annual financial statements. GFS also provides transaction processing and payment services to an increasing number of operational locations with a view to further enhancing the speed and efficiency of the related processes.

The Central Accounting Unit (CAU) plays an essential role in ensuring that the Organization’s financial statements comply with UN Financial Regulations, the UNHCR Financial Rules and International Public Sector Accounting Standards (IPSAS) and strives to strengthen the quality of financial management and control in UNHCR. 

The Accounts Receivable and Donor Reporting (ARDR) Unit processes incoming deposits and provides related technical support to the field operations, accounts for revenue adjustments, raises bills for miscellaneous income, coordinates the accounts closure and audit for AR and revenue, compiles financial reports to UNHCR’s donors, which requires active liaison with colleagues from the Division of External Relations (DER) and the respective field offices.

The Accounts Payable (AP) Unit processes AP vouchers and central payments for UNHCR and several field offices, provides related technical support to the Field and coordinates the accounts closure and audit for AP and expenses.

Under the general direction of the relevant Head of Unit, the incumbent manages and oversees global accounting processes within the Area of Responsibility (AoR) and contributes to analysing and reporting on the corporate-level accounting results of UNHCR in compliance with the UN Financial Regulations, UNHCR’s rules and IPSAS, as applicable. The incumbent supervises national professional and general service staff to achieve the overall deliverables of the unit. S/he frequently interacts with other functional units within and outside the GFS, e.g., in the Treasury Service of DFAM, the Personnel Administration Section (PAS) and the Global Payroll Section (GPS) of the Division of Human Resources (DHR) and other HQ divisions to ensure the accuracy and effectiveness of financial accounting and reporting at UNHCR and maintains frequent contact with managers and finance staff in field locations to advise them on accounting and financial reporting issues.

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

• Oversee and enhance accounting procedures within specified areas such as General Ledger, Fixed Assets, Inventory, Cost Accounting, Accounts Payable, and Accounts Receivable. Ensure strict adherence to IPSAS standards, UNHCR and UN Financial Regulations and Rules, introducing innovative solutions to improve efficiency and compliance. Be responsible for or assist in in the implementation new IPSAS standards and IPSAS updates.
• Supervise the recording of transactions, providing final approval and ensuring that all processes align with organizational standards and strategic goals. Ensure appropriate internal controls and cost efficiency of transaction processing overall.
• Ensure uniformity, accuracy, and compliance of accounting data globally related to the area(s) of responsibility.
• Lead and mentor a dedicated team of senior accountants, fostering a culture of excellence, innovation, and continuous professional development. Manage smaller subunits within the hybrid team in different locations to focus on specialized goals.
• Establish and enforce advanced quality assurance protocols for accounting records and reports. Initiate regular strategic reviews to verify the reliability, compliance, and effectiveness of the data and service delivery.
• Coordinate the response to address specialized accounting needs and support the integration of complex financial and accounting processes within the organization.
• Oversee the preparation and presentation of detailed, analytical reports and dashboards for the assigned accounting portfolio, ensuring a high level of transparency and accountability to stakeholders. Provide deep accounting analysis and sophisticated financial reports to senior management, supporting strategic decision-making processes.
• Contribute to drafting the Financial Statements of UNHCR and the periodic closure of UNHCR’s global accounts, including to overseeing the reconciliation of the general ledger to subledgers. Enforce stringent quality control, ensure timely reconciliations, and regularly review and analyse open transactions and suspense accounts.
• Propose and implement significant enhancements to accounting and financial reporting mechanisms, including modern reporting and transaction processing tools.  Spearhead initiatives for the streamlining of accounting and financial processes and procedures to enhance organizational efficiency and adaptability.
• Identify training needs, provide training on accounting matters, and recommend or develop training modules, aiming at the development of financial management skills, in coordination with DFAM’s Strategic Management and Field Support Section and the Global Learning and Development Centre (GLDC),
• Manage and support the strategic rollout of new processes or systems in close liaison with other DFAM sections and other divisions, ensuring seamless adoption and integration.
• Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making is 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

Accounting;                          Finance;                               Public Administration;

Business Administration;     Economics                           or other relevant field.

Certificates and/or Licenses

Accounting;                                         Certified Public Accountant;

Chartered Accountant (CA);              Association of Certified Charted Accountants (ACCA)

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Work experience in overseeing corporate level accounting processes and/or general ledger accounting. Good knowledge of, and experience in working with international accounting and auditing standards, with practical experience in the audit process and/or in financial statements preparation. Working experience with accrual accounting (such as IPSAS or IFRS). Experience with financial modules of a major Enterprise Resource Planning system (such as PeopleSoft, SAP or Oracle).

Desirable

Knowledge of UNHCR specific systems (such as Oracle Fusion Cloud ERP). Knowledge of United Nations financial rules and procedures.

Functional Skills

FI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc);

FI-Financial Accounting – Modified cash-based accounting as per international standards;

FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other);

DM-Data Collection and Analysis;

EL-Monitoring and Evaluation;

(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.

Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies

Empowering and Building Trust

Judgement and Decision Making

Managing Performance

Managing Resource

Cross-Functional Competencies

Analytical Thinking

Negotiation and Conflict Resolution

Planning and Organizing

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 ideal candidate has the following extensive experience:
o Managing a high-volume transaction service, ideally in an international setting, particularly in the United Nations system;
o Leading and supervising a large team of operational finance staff and contract workers at various levels, working remotely and/or in-situ;
o Setting up and maintaining reporting structures for the monitoring of invoice-to-payment KPIs, including central service delivery performance KPIs;
o Process reengineering and improvement of operational KPIs in the invoice to payment process through automation and introduction of new technologies;
o Working with auditors, including quality control of samples provided and responding to recommendations;
o Monthly and year-end accrual accounting and managing cut-off issues across the organization;

The ideal candidate will also demonstrate:
o Well-developed organizational, adaptability, and strong communication skills, with the ability to work effectively in a team-oriented environment;
o Ability to build and motivate a highly effective team;
o Expert knowledge of AP Module in a large ERP system, preferably Oracle fusion cloud
o A strong service mentality towards its (internal or external) the unit’s clients and stakeholders;
o An extensive understanding of accrual accounting and invoice-to-payment process.
o Focus on process improvements in accounts payable operations and design, configuration and implementation of new technologies.

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel

Nature of Position:

The Accounts Payable Unit (APU) is an integral part of the Finance Shared Services Section within the Global Finance Service (GFS) of the Division of Financial and Administrative Management (DFAM) at UNHCR. The Unit is responsible for ensuring timely and accurate recording of payable transactions and processing payments, in strict accordance with UNHCR Financial Rules and Regulations. The incumbent will frequently interact with functional specialists in Supply Management Services (SMS), administrative/finance officers in Field Offices and Regional Bureaux, and other cross-functional teams to provide technical guidance and support on all aspects of invoice processing and accounting.

Under the general supervision of the Head of Global Accounts Payable and the guidance of the Chief of the Financial Shared Services Section (FSSS), the Accounting Officer has a critical role in UNHCR’s financial operations and is responsible for the performance, development, and continuous improvement of the accounts payable invoice processing operations in compliance with UN financial regulations and UNHCR’s rules, policies and procedures. This includes proactive monitoring and approval of high-volume accounts payable transactions globally, management of invoicing exceptions and identification of most appropriate solutions in compliance with financial rules and regulations. The incumbent is responsible to monitor and coordinate the gathering, compilation and analysis of financial data needed to perform month-end and year-end Accounts Payable closure activities and supports internal/external audits.

The incumbent leads a multi-location team responsible for managing invoice processing and servicing an expanding number of UNHCR global operations, with a strong emphasis on internal controls in invoice-to-payment process while ensuring efficient and effective service delivery.

Living and Working Conditions:

Additional Qualifications

Skills

Bachelor of Arts (BA): Accounting, Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): Finance, Bachelor of Arts (BA): Public Administration

Certifications

Accounting – Other, Association of Chartered Certified Accountant – ACCA, Certified Public Accountant – Other, Chartered Accountant (CA) – Other

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Negotiation & conflict resolution, Organizational awareness, Planning & organizing, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

September 2024 Compendium – Part B

Additional Information

This position requires Functional Clearance