Background
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“UNDP partners with people at all
levels of society to help build nations that can withstand crisis, and
drive and sustain the kind of growth that improves the quality of life
for everyone. On the ground in 177 countries and territories, UNDP
offers global perspective and local insight to help empower lives and
build resilient nations.”
UNDP Indonesia's mission is to be an
agent for change in the human and social development of Indonesia. We
aim to be a bridge between Indonesia and all donors as well as a trusted
partner to all stakeholders. We work in four key areas of development:
Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and
Recovery, and Environment Management, with the overarching aim of
reducing poverty in Indonesia. Besides the four priority areas, UNDP
Indonesia is also engaged in a variety of crosscutting initiatives
focused on HIV/AIDS, gender equality, and information and technology for
development.”
Indonesia signed the Climate Change Convention
(UNFCCC, United Nations Framework Convention on Climate Change) in Rio
in 1992, which was then ratified in 1994 through Law no. 6/1994. Under
this framework, Indonesia, which is a non-Annex 1 country, is committed
to fully implementing the convention. Under one of the requirements of
the convention, Indonesia has to report its activities aimed at
addressing the climate change to the UNFCCC through the National
Communication on Climate Change.
The National Communication
contains information on national circumstances, GHG inventory and
projection, mitigation action plan (including related cost, expected
funding and relevant policies), vulnerability and adaptation assessment
(including action plan for adaptation, related costs, expected funding
and relevant policies), institutional arrangement, and plan for
improvement of future national communication.
This Enabling
Activity project will assist Indonesia to prepare the 1st Biennial
Update Report (BUR) and Third National Communication (TNC) to the
UNFCCC. The objective is to cover the annual GHG Inventory for 2000-2012
for the BUR and 2000-2012 for the TNC, focusing on sectors/ gases that
have significant shares of greenhouse gas (GHG) emissions and/or present
a large degree of data uncertainty. The progress on the implementation
of national mitigation actions and their effect on emission reduction
will also be reported. Regional climate models and downscaled global
models will be developed to reduce the uncertainties in vulnerability
and adaptation assessments for different sectors. Indonesia’s
description of national circumstances will be updated as well. Finally,
the project will continue to build institutional capacity for
implementing the Convention and to undertake activities related to
climate change education and awareness.
This position is located
primarily in the project and under the overall guidance of National
Project Coordinator (NPC) in the PMU. The Finance Associate ensures
effective execution of financial services and processes in TNC project
and transparent utilization of financial resources. The Finance
Associate promotes a client-oriented approach consistent with the
prevailing rules and regulations. The Financial Associate will assist
all Working Groups to support on the preparation budget and its
implementation according to the work plans and ensures all funds are
spent in line with approved work plans. Other key tasks include the
reporting of expenses, preparing for audit, dealing with cash advance
requests, and generally ensuring solid fiduciary management of the
project.
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Duties and Responsibilities
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Functions / Key Results Expected
Summary of key functions:
- Implementation of operational strategies;
- Responsible
for managing cash advance request including budget preparation and
approval, liaise both with UNDP Country Office and external party to
ensure timely cash disbursement and accurate recording of all cash
advance requests;
- Responsible for accuracy of funding request
and expenditures, completeness of documentation and availability of
funding resources;
- Monitoring of cash advance settlement to ensure smooth operations of cash advance request.
- Manages petty cash to ensure adequate cash for day-to-day operations;
- Provide accounting and administrative support to Finance Officer and
- Facilitation of knowledge building and knowledge sharing.
1.
Ensures implementation of operational strategies, adapts processes and
procedures focusing on achievement of the following results:
- Managing
day to day operation of the projects’ finance affairs and its
associated functions to ensure smooth running operation of the project’s
finance aspects;
- Closely monitors the operation of the projects
budget, maintains and updates the project accounts while ensuring that
the budget is used in accordance with the approved Work Plans and
budgets;
- Monitors projects expenditure (commitment and disbursement) based onproject records;
- Full
compliance with the prevailing rules and regulations of financial
processes, financial records and reports and audit follow up;
implementation of the effective internal control framework and
- Solid
understanding on the Accounting Principles and Audit Procedures to
ensure that all financial transactions will refer to the prevailing
corporate guidelines.
2. Manages cash advance request focusing on achievement of the following results:
- Cash advance request budget is reviewed and clarified before being approved by National Project Coordinator;
- Cash
advance request is processed in a timely manner including liaise with
UNDP Country Office and external party to solve any issues hindering the
cash disbursement;
- Good coordination with administration and
procurement staff to raise e-requisition and purchase order for cash
advance request and
- Maintain monitoring system to ensure all cash advance requests submitted to finance is processed.
3. Monitors cash advance settlement focusing on achievement of the following results:
- Cash advance settlement is submitted to country office within two weeks after the activity ends;
- Monitors cash advance settlement and raise early warning to avoid overdue outstanding settlement;
- Good quality of cash advance settlement by ensuring complete actual receipts and accurate calculations and
- Timely and accurate recording and reporting of total expense and unused funds.
4. Manages petty cash to ensure adequate cash for day-to-day operations focusing on the following results:
- All petty cash claims are certified and correctly claimed with complete actual receipt;
- Petty cash is replenished in timely manner to ensure adequate cash for daily operations and
- Perform monthly cash count.
5. Provides accounting and administrative support on achievement of the following results:
- Reviews sub-contractors invoices and supporting documentation to ensure that services provided;
- Proper
control of the supporting documents for payments and financial reports
for TNC project; preparation of all types of vouchers;
- Maintenance
of the internal expenditures control system which ensures that vouchers
processed are matched and completed, transactions are correctly
recorded, travel claims, other entitlements are duly processed;
- Perform budget revisions for the project as required;
- Timely corrective actions as required and timely response to resolve financial data issues and
- Assist National Project Coordinator with financial reporting and other tasks as required.
6.
Ensures facilitation of knowledge building and knowledge sharing in
the project focusing on achievement of the following results:
- Organization of trainings for the operations/ projects staff on Finance.
- Synthesis of lessons learnt and best practices in Finance.
- Sound contributions to knowledge networks and communities of practice.
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Competencies
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Core Competencies:
- Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control
- Managing conflict
- Learning
and sharing knowledge and encourage the learning of others. Promoting
learning and knowledge management/sharing is the responsibility of each
staff member.
- Informed and transparent decision making
Functional Competencies:
Advocacy/Advancing A Policy-Oriented Agenda
Support the preparation of information for advocacy
- Identifies relevant information for advocacy for a variety of audiences
Results-Based Programme Development and Management
Contributing to results through provision of information
- Provides information and documentation on specific stages of projects/programme implementation
- Provides background information to identify opportunities for project development and helps drafting proposals
Building Strategic Partnerships
Maintaining information and databases
- Analyzes general information and selects materials in support of partnership building initiatives
- Maintains databases of donor information
- Tracks and reports on mobilized resources
Innovation and Marketing New Approaches
Implementing processes and uses products
- Documents and tracks innovative strategies/best practices/new approaches
- Responds positively to new approaches
Resource Mobilization
Providing information for resource mobilization strategies
- Maintains information/databases on potential and actual donors
- Maintains database of project files
- Provides data and information needed for preparation of project documents
Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis
- Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Fundamental knowledge of processes, methods and procedures
- Understands the main processes and methods of work regarding to the position
- Possesses
basic knowledge of organizational policies and procedures relating to
the position and applies them consistently in work tasks
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
- Demonstrates
in-depth understanding and knowledge of the current guidelines and
project management tools, and utilizes these regularly in work
assignments
Global Leadership and Advocacy for UNDP’s Goals
Research and analysis
- Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences
Client Orientation
Maintains effective client relationships
- Reports to internal and external clients in a timely and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Responds to client needs promptly
Willingness to take Prince2 training and certification, RMG
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Required Skills and Experience
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Recruitment Qualifications
Education:*
Bachelor
Degree in Finance, Business or Public Administration. Specialized
certification in Accounting and Finance would be desirable.
Experience:*
4
years of progressively responsible finance experience is required at
the national or international level. Experience in the usage of
computers and office software packages (MS Word, Excel, etc) and advance
knowledge of spreadsheet and database packages, experience in handling
of web based management systems.
Language Requirements:
- Fluency in written and spoken English is an absolute necessity;
- Fluency in written and spoken Bahasa Indonesia is required.
Other Requirements:
- Demonstrated strong familiarity with UNDP development projects in Indonesia.
- Knowledge
of and experience in supporting administration, finance and purchasing
of humanitarian project will be highly desirable.
- Strong
knowledge and solid experience in coordination of project management
support are essential as well as ability to draft high quality
correspondence on budget-related issues, briefing notes, graphic and
statistical summaries, accounting spreadsheets, etc
- Good inter-personal and team building skills.
- Full time availability for project management support duties is essential.
- Familiar with Government and UN/UNDP procedures would be desirable
- Advance computer skills required, knowledge of spreadsheet and database packages
- Experience in handling of web based management systems would be highly desirable.
APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to download the form : http://bit.ly/P11SC
UNDP
is committed to achieving workforce diversity in terms of gender,
nationality and culture. Individuals from minority groups, indigenous
groups and persons with disabilities are equally encouraged to apply.
Female candidates are strongly encouraged to apply . All applications
will be treated with the strictest confidence.
UNDP Indonesia
reserves the right to select one or more candidates from this vacancy
announcement. We may also retain applications and consider candidates
applying to this post for other similar positions with UNDP Indonesia at
the same grade level and with similar job description, experience and
education requirements |
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