UNDP Vacancy

PROJECT ADMINISTRATIVE AND FINANCE ASSOCIATE (FOR INDONESIAN NATIONALITY ONLY)

Location :	Banda Aceh, INDONESIA
Application Deadline :	08-Jan-12
Type of Contract :	Service Contract
Post Level :	SC-6
Languages Required :	English
Duration of Initial Contract :	up to June 2012

Background

“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.” I. Organizational Context The Aceh Government Transformation Programme (AGTP) addresses the urgent need to strengthen the capacity of Aceh’s provincial government and ensure that it has the wherewithal to efficiently assume the responsibilities, functions, resources and assets it has inherited from the Aceh and Nias Reconstruction and Rehabilitation Body (BRR). AGTP is designed to address critical gaps in the Aceh government’s policy-making and technical capacity. The first gap lies in the Executive’s capacity to coordinate the transition. The second gap lies in the technical capacity of the provincial and district government agencies to process assets and projects transferred from BRR, and to implement ongoing recovery work. The third gap is the administration’s broader institutional capacity to coordinate and implement reconstruction and rehabilitation work beyond the transition. The project has three outputs: (1) Enhanced capacity of the Provincial Executive to create the institutional and policy framework for successful transition and recovery. This will provide the Provincial Executive with the ability to coordinate and facilitate the transition through a demand-driven approach to key transition policy areas. This output is based in the Governor’s office. (2) Enhanced operational capacity of key provincial government agencies (SKPA, Satuan Kerja Perangkat Daerah-Aceh) to effectively fulfill their transition and recovery responsibilities. This will provide immediate transitional support to the provincial agencies with the responsibilities for coordinating, planning, implementing and monitoring the main transition activities. This output is based in BKPP. (3) Enhanced capacity of the Provincial Training & Human Resource Body (BKPP) to retain, manage and transfer to provincial and district government agencies the knowledge and skills required for successful transition and sustainable recovery. This will strengthen the province’s ability to sustain the recovery, and thereby safeguard the legacy of the resources and effort invested in Aceh’s social and physical reconstruction. This output is based in BKPP. AGTP is expected to receive additional funding from the donor mid-2011, thus extending the project period up to June 2012. The additional funding scheme will be mostly used to provide support to local government during the verification of rehabilitation and reconstruction (RR) assets, asset transfer process, as well as building the capacity of regional governments in asset management. Coordination mechanism on asset transfer at national, provincial, and district level will also be supported by the funding. Under the overall guidance and supervisor of the National Project Manager, the Project Administrative and Finance Associate Assists in overall management of administrative services, administers and executes processes and transaction ensuring high quality and accuracy of work. The Project administrative and Finance associate also ensure effective execution of financial services and processes in AGTP project and transparent utilization for financial resources. The Project Administrative and Finance Associate promote a client-oriented approach consistent with UNDP rules and regulations. The Administrative and Finance Associate can supervise clerical and support staff and works in close collaboration with the Operations, Project and programme staff for resolving Administrative and Finance related issues, exchange of information and ensure consistent service delivery in timely and efficient.

Duties and Responsibilities

II. Functions / Key Results Expected Summary of key functions: Administration and implementation of operational project and financial management strategies Support to AGTP Action plan. Efficient administrative, accounting and Finance support Support to management of the PMU programme, administration of budgets and functioning of the optimal cost-recovery system Support to supply and assets management, as well as proper common services Support to Administrative and Financial control Support and facilitate of knowledge building and knowledge sharing 1. Ensures administration and implementation of operational project and financial management strategies support to AGTP Action Plan, adapts processes and procedures focusing on achievement of the following results: Full compliance of administrative activities with UN/UNDP rules and regulations and other relevant policies on financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system. Support to PMU AGTP Finance and Administrative business processes mapping and implementation of internal Standard Operating Procedures (SOPs). Preparation of administrative and finance team result-oriented work-plans. Follow up on contribution within CO and PMU resource mobilization efforts. 2. Ensures efficient administrative, accounting and finance support, focusing on achievement of the following results: Maintenance of administrative control records such as commitments and expenditures. Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary; Confirmation of availability of funds prior to review by supervisor; creation of vendor set-up information in Atlas Proper control of supporting documents of funds and activities Assistance in the preparation of budget, audit and other reports. Proper control of the supporting document for payment and financial reports for NEX/DEX projects; preparation of PO and non-PO voucher for development projects. Timely corrective actions on erroneous data in Atlas. Preparation of financial reports as required. Coordination for travel arrangement Organization of workshops, conferences, retreats Support with protocol maters, registration of staff, coordination with local authority on space and other administrative matters. Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables and reports. 3. Provides effective support to management of the PMU programme, administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results: Presentation of information for formulation of project work plans, budgets, proposals on implementation arrangements and execution modalities. Entry of data of new grants into Atlas in the form of Annual Work Plans (AWPs), monitoring of AWPs status. Provision of guidance to the executing agencies on routing implementation of projects, tracking use of financial resources. Accuracy verification of Combine Delivery Reports. Provision of information for the audit of NEX/NIM projects, implementation of audit recommendations Implementation of the control mechanism for development projects through monitoring of budgets preparation and modifications. Tracking and reporting on mobilization. Preparation of reports Assisting in the preparation of cost-recovery bills in Atlas for the services provided, elaboration and implementation of the income tracking system. 4. Provide support to proper supply and assets management, as well as proper common services, focusing on achievement of the following results: Coordination of assets management in the PMU, timely preparation and submission of periodic inventory reports. Coordination of the provision of reliable and quality office supplies. Support Operations to provide data related to common services to ensure integrated activities on common services and implementation of the UN reform. Support Operations to provide proper planning and tracking of common services budget 5. Provide support to Administrative and Financial control in the office, focusing on achievement of the following results: Maintenance of administrative control records such as commitments and expenditures. Confirmation of availability of funds prior to review by supervisor Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary; Proper control of supporting documents of funds and activities Provision of the information for the audit Assistance in the preparation of budget and other reports. 6. Ensure support and facilitation of knowledge building and knowledge sharing in the Project focusing on achievement of the following results: Systematic gaining and sharing of knowledge and experience related to project management Organization of training for the staff on administrative/Finance procedure and project related issues Briefing/debriefing of staff on issues related to area of work Synthesis of lessons learned and best practices in project finance Sound contributions to knowledge networks and communities of practice III. Impact of Results The key results have an impact on the efficiency of the unit and success in implementation of project strategies. Accurate analysis and presentation of financial information thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by supervisor and enhances UNDP Position as a strong development partners. The information provided facilitates decision making of the management, incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

IV. Competencies and Critical Success Factors Functional Competencies: Building Strategic Partnerships Level 1.1: Maintaining information and databases Analyzes general information and selects materials in support of partnership building initiatives Track and reports on moblized resources Analyzes general information and selects materials in support of partnership building initiatives Promoting Organizational Learning and Knowledge Sharing Level 1.1: Basic research and analysis Researches best practices and poses new, more effective ways of doing things Documents innovative strategies and new approaches Identifies and communicates opportunities to promote learning and knowledge sharing Researches best practices and poses new, more effective ways of doing things Job Knowledge/Technical Expertise Level 1.1: 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 (specialized knowledge related to financial resources management, including formulating budgets, maintaining accounts receivables and account payables, reporting) Identifies new and better approaches to work processes and incorporates same in own work 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 Promoting Organizational Change and Development Level 1.1: Presentation of information on best practices in organizational change Documents ‘best practices’ in organizational change and development within and outside the UN system Demonstrates ability to identify problems and proposes solutions Design and Implementation of Management Systems Level 1.1: Data gathering and implementation of management systems Uses information/databases/other management systems Provides inputs to the development of simple system components Makes recommendations related to work procedures and implementation of management systems Client Orientation Level 1.1: 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 Establishes, builds and sustains effective relationships within the work unit and with internal and external clients Responds to client needs promptly Promoting Accountability and Results-Based Management Level 1.1: Gathering and disseminating information Gathers and disseminates information on best practice in accountability and results-based management systems Prepares timely inputs to reports Maintains databases 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 UNDP Procurement Certification programme

Required Skills and Experience

V. Recruitment Qualifications Education: Bachelor Degree in Accounting, Finance, Business Administration, Public Administration or other related field Certification in Administration or Accounting and Finance would be desirable Experience: Minimum 4 years of progressive experience in financial and administrative management or programme/project support services. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Advance knowledge of spreadsheet and database packages Experience in handling of web-based management systems. Knowledge of IPAS and/or IFRS required Language Requirements: Fluency in the UN and national language of the duty station APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11 Female candidates are encouraged to apply 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 ATLAS No: 00067371

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. All applications will be treated with the strictest confidence.

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