VN-10-16 – HRSS
UNITED NATIONS HIGH COMMISSIONER FOR REFUGEES
INTERNAL/EXTERNAL VACANCY NOTICE
Title of Position:
Senior Payroll/Payments Assistant
Position Number:
10024306
Category & Level:
Location:
General Service, G-5
Personnel Administration and Payroll Section,
Human Resources Staff Services
Budapest Global Service Centre
ASAP
initially for a period of one year
7 February 2016
Effective Date:
Duration:
Closing Date:
ORGANIZATIONAL CONTEXT
Under the supervision of the Payroll/Payments Officer, the Senior Payroll/Payments Assistant is responsible for
providing quality payroll data within the Payroll Processing sub-unit and for processing staff members’ entitlements
within the Payroll Payments sub-unit in a timely manner. The incumbent works independently on regular
assignments with an oversight from the supervisor, who provides general guidance and work plans for identifying
work priorities and appropriate approaches.
The Senior Payroll/Payments Assistant maintains regular contact on a working level on routine issues with other
Units, Sections, Field Offices, UN agencies and third parties. The incumbent is in charge of Payroll data for staff
members at different levels, based on alpha distribution among Payroll Associates, to answer queries and provide
information. Moreover, the Senior Payroll/Payments Assistant will support the processing of entitlements such as
education grants, rental subsidies and travel claims.
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.
FUNCTIONAL STATEMENT
Accountabilities
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All claims related to staff members' entitlements and benefits are timely and accurately processed
according to applicable UN/UNHCR rules.
Information and guidance are timely provided to staff members on all aspects of payroll and
entitlements/payments processing matters.
All payments relating to staff entitlements are processed in an accurate and timely manner.
Different databases related to applications and claims are kept up-to-date.
Responsibilities
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Accurately process applications related to staff members' entitlements and benefits including claims
pertaining to education grants, rental subsidies or travel claims.
Advise and provide guidance to staff members in the field and at HQs about the application of
policies and procedures related to staff members' entitlements and benefits.
Prepare financial vouchers including Accounts Payable vouchers to staff members and for out-ofcycle payments and to third parties organizations.
Provide feedback to staff members in the field and HQs about the status of their claims.
Select and enter data from a wide variety of documents, verifying accuracy by checking sources,
making necessary calculations and assuring inclusion of all relevant data.
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VN-10-16 – HRSS
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Maintain financial records and monitoring systems to record and reconcile expenditures, balances,
payments, statements and other data for day-to-day transactions and reports.
Maintain different personnel records, update different databases related to entitlements processing
and ensure proper electronic filing.
Reconcile accounts monthly or periodically by monitoring and clearing open items related to staff
members entitlements, follow up with the staff members to ensure prompt recovery of any amounts
due to the organisations.
Participate in activities related to year-end accounts closure such as setting up accrual entries and
provide assistance during internal and external audit of accounts.
Prepare recurring reports as scheduled and special reports as required for processed entitlements,
audits or other reasons.
For staff salaries, check the accuracy and validity of input calculations/coding to ensure that such
entries are in line with Staff rules, financial rules and/or other administrative issuance.
Verify and update salary scales, allowances, Post adjustments, Rental Subsidy threshold and
banking details of each staff member in the Data base of PeopleSoft Global payroll system.
Check electronic data output and take corrective measures in case errors are identified. These
involve freeze reports, earnings and deduction on the pay-slips, Net cash payments as per Monthly
Payment Advice (MPA) and net Bank transfers as per DTA.
Issue separation notifications for the UNJSPF in a timely manner.
Upon verification of information/documentations in relation to separation of a staff member, calculate
the termination indemnities, other benefits and/or entitlements that may be due to a staff member or
recover any outstanding debts owed to the organization by the staff member.
Assist in the annual reconciliation of the Pension Fund Ledger account; analyze pension reports
received from the UNJSPF and take action accordingly.
Any other related functions that may be assigned by the supervisor.
Authorities
 Run and verify reports, prepare calculations, make/amend data entries, submit
memoranda/attestations/journal & payment vouchers to the supervisor for approval.
 Initiate correspondence/calls to obtain/provide information.
 Follow up on discrepancies and errors relating to reconciliation of accounts and open items.
ESSENTIAL MINIMUM QUALIFICATIONS, PROFESSIONAL EXPERIENCE AND REQUIRED
COMPETENCIES
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Completion of Secondary School or its equivalent of technical or commercial school with postsecondary training/certificate in Finance, Accountancy or Payroll Management.
Minimum 5 years of experience in progressively responsible functions in an office that
administer/manage a large number of staff, preferably within the UN.
High IT affinity with excellent computer skills and working knowledge in MS office applications.
Excellent knowledge of English (written/oral/comprehension).
Good interpersonal skills
Judgment and Decision Making.
Managing Resources.
Analytical Thinking.
Technological Awareness.
Planning and organizing skills.
DESIREABLE QUALIFIACTIONS AND COMPETENCIES:
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Good knowledge in UN Financial rules.
Good knowledge in payroll procedures processes and exposure to provision of support services in an
International organization.
Working knowledge of any other UN language, preferably French.
Exposure to UN specific training activities.
Experience in UN field operations.
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ELIGIBILITY
External candidates must be legally present in Hungary at the time of application, recruitment and hire.
SUBMISSION OF APPLICATIONS
If you wish to be considered for this vacancy, please submit your Personal History Form (P11) and if applicable its
supplementary pages, motivation letter and CV by e-mail with “LAST name – Senior Payroll/Payments Assistant
(10024306) position” in the subject line to: HQBSCAPC@unhcr.org by 7 February 2016.
Shortlisted candidates may be required to sit for a test. Only short-listed candidates will be notified. No late
applications will be accepted. UNHCR does not charge a fee at any stage of the recruitment process
(application, interview meeting, processing, training) or any other fees.
REMUNERATION
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and
benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org
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