Vacancy for Finance Admin Assistant at PMCU MOWECP - UNFPA

Terms of Reference

Finance and Administrative Assistant (FAA)

For UNTFHS - EMPOWER 2011-2013

Duty Station : Ministry of Women Empowerment and Child Protection

jl.Abdul Muis no.7 Jakarta  9th floor

Starting Date : September 2011

Report to: Deputy Assistant for Trafficking and Anti Trafficking Programme Officer

Background

The United Nations Population Fund (UNFPA) has received a grant from United Nation Trust Fund for Human Security (UNTFHS) on a Joint Programme Protecting and Empowering Victims of Trafficking in Indonesia (EMPOWER) for 2011-2013. The project cover national and sub-national level in Sambas, Indramayu and East Lombok. The partnership will assist Indonesia in achieving the goals of RPJMN, MDGs and the ICPD Programme of Action within the fields of population and development, reproductive health and rights, and gender equality. The programme will be lead by and implemented in partnership with Ministry of Women Empowerment and Child Protection together with stakeholders from the National Anti Trafficking Task Force and stakeholders at sub-national levels. In order to support the programme implementation at MOWECP, a Finance and Administrative Assistant (FAA) will be recruited.

Duties and Responsibilities

Under direct supervision of Deputy Assistant for Trafficking and Anti Trafficking Programme Officer; responsible for the deliverance of the Joint Programme Protecting and Empowering Victims of Trafficking in Indonesia (EMPOWER) covering national level and sub national level in Sambas, Indramayu and East Lombok. He/She will assume the leadership role in the financial and administrative management of the programme activities.

Finance Tasks

1. Coordinate with the government officials in preparing the activity report and financial report. Ascertain that those reports have been submitted officially and timely manner;

2. Prepare the petty cash and voucher ledgers;

3. Prepare monthly reconciliation on expenditures report, make correction, and prepare the Status Allocation Report;

4. Ascertain that expenditures for the programme are supported by necessary documents, the payments are made on time, the pre-authorization has been recorded, and the incoming invoices have been numbered sequentially;

5. Assist the programme officer in preparing the AWP, budget revision and term of reference for activities;

6. Work cooperatively with the programme officer in monitoring the financial status of the programme;

7. Facilitate the preparation of related financial forms [FACE and Form C] and ascertain that the authorized official has signed those forms, the calculation is correct, and cross-reference between the UNFPA notes;

8. Ascertain that the amount requested in the FACE is in accordance with the allocation of work plan;

9. Assist the programme officer in preparing the DIPA for UNFPA funds and preparing financial report in government standard;

10. Liaise with auditor and together with programme officer follow up audit recommendation

11. Continues learning on government policies in relation with grant management and UNFPA policies;

Administrative Tasks

1. Maintain the inventory of office fixed assets (non-expandable), ascertain that all equipment have been labeled and prepare/update the necessary inventory forms;

2. Ascertain that the procurement procedures for office equipment and supplies have been applied;

3. Make and update the systematic filing system for correspondence documentation and information system;

4. Assist the programme officer in drafting programme correspondence;

5. Assist the programme officer in meeting preparation and administration;

6. Manage the office operation, and ascertain that office equipment have been maintained well, and the office stationary available.

Required Qualifications and Skills

1. Bachelor in accounting, management and/or other related social science

2. Experience working with Government, and/or UN Agencies or International NGOs is preferable.

3. Minimum 3 years working experience in administrative, finance or management

4. Ability in operating MS Office is a must.

5. Able to communicate clearly and appropriately in English orally and in writing.

6. Not an Active Government Official (PNS) and willing to work full time.

7. Willing to travel to project areas.

Interest candidates should send their letter of interest and relevant CV to no later than 14th August 2011 to pcm_mowe@yahoo.com