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.
Following the December 2004 Tsunami UNDP developed and implemented the Emergency Response and Transitional Recovery Programme. Having completed the programme and after the Helsinki Peace Agreement, Aceh is undergoing a transition with important ramifications for long-term peace prospects and human development in the province. The next few years present an opportunity to lay solid foundations for sustainable peace and the achievement of millennium development goals. This opportunity must not be missed. UNDP’s commitment and approach to supporting the people and government of Aceh for the period 2009-11 is structured into the following five components: poverty reduction, democratic governance reform, peace sustainability, disaster risk reduction, and environmentally sound economic development. Building on UNDP’s deep experience in Aceh over the past few years, the programs are being refined and expanded under the guidance of five strategic principles: (i) alignment with national, provincial, and local strategies and plans; (ii) working as one UN in Aceh; (iii) people empowerment; (iv) capacity development and sustainability, and (v) promoting gender equality and empowering women.
While much remains to be done in the above context; and recognizing the healthy diversity of UNDP programming activities and plans for Aceh and Nias, the need for a solid national Finance Associate is recognized for ensuring effective and transparent utilization of financial resources and integrity of financial services in the Sub Office Banda Aceh and Nias.
Duties and Responsibilities
I. Organizational Context
Under the guidance and direct supervision of the Operations Manager, the Finance Associate provides leadership in execution of financial services in the Sub Office (SO) ensuring effective and transparent utilization of financial resources and integrity of financial services. The Finance Associate promotes a client-oriented approach consistent with UNDP rules and regulations.
The Finance Associate supervises and leads the support staff of the Finance Unit. The Finance Associate works in close collaboration with the operations, programme and project teams in the SO and UNDP CO staff for resolving complex finance-related issues and information delivery.
Descriptionn of Responsibilities :
II. Functions / Key Results Expected
Summary of Key Functions:
- Administration and implementation of operational strategies
- Administration of budgets and cost-recovery system
- Accounting and administrative support
- SO cash management
- Financial transactions reports preparation
- Facilitation of knowledge building and knowledge sharing
1. Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:
- Full compliance with UN/UNDP rules, regulations, and policies of financial activities, 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.
SO Finance business processes mapping and elaboration of the content of internal Standard Operating
- Procedures in Finance in consultation with office management.
Implementation of cost sharing and trust fund agreements at the SO level, follow up to related unit in CO regarding the elaboration of conditions of contributions of the resource mobilization efforts.
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.
2. Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:
- Preparation and modifications of budgets for UNDP operations, projects, and UN Common Services in the SO area
- Establishment of criteria for pro-ration of Agencies contributions to the common services account, preparation and modifications of the common services budget and follow up on timely recovery of payments.
- Implementation of the control mechanism for Sub Office and development projects through initiating or monitoring budgets preparation and modifications, budgetary status versus budget plan , and maintenance of the SO Petty Cash and Imprest Account Ledger.
- Presentation of thoroughly researched information for planning of financial resources of the SO, reports containing analysis of the financial situation.
- Timely preparation of cost-recovery bills in Atlas for the services provided by, elaboration and implementation of the income tracking system and follow up on cost recovery.
3. Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:
- Proper control of the supporting documents for payments, review of financial reports of projects
- Prepare Operations, Sub Office and UN Common Services Financial report regularly
- Approval of vendors in Atlas (as a senior member of the Finance team).
- Check/certify supporting documents will be approved by the Operations Manager
- Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; payrolls are duly prepared; travel claims, MPOs and other entitlements are duly processed.
- Coordination and review of accounts closure
- Timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers. Timely response to CO requests to resolve financial data issues.
- Maintenance of the Accounts Receivables for UNDP projects, UN Agencies and other partners and follow up with partners on contributions.
- Provide supporting document for timely VAT reimbursement in coordination with Admin/Finance Units in CO.
- Ensure that all financial transactions files are well documented in soft copy and hard copy and ready to be audited at any time
4. Ensures proper SO cash management functioning focusing on achievement of the following results:
- Timely review of cash position for local accounts to ensure sufficient funds on hand for disbursements. Timely identification and recording of receipts for income application.
- Daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.
- Alternate to Operations Manager as primary contact with local bank management on routine operational matters including negotiation of exchange rate on replenishment. May serve as member of bank signatory panel upon decision of Resident Representative.
- Transaction and stop payment initiation on internet banking systems.
- Timely and accurate preparation of bank reconciliations.
- Selecting bank transfers and deals for approval and settlements.
- Performing Paycycle manager role in Atlas.
- Timely preparation of monthly cashflow forecast for use by Operations Manager / Liaison with projects and UN Agencies to obtain estimate of their cash requirements on regular basis.
- Alternate as cashier for cash disbursements made on site.
- Perform others official duties and responsibilities assigned on ad hoc basis by the supervisor to the best interest of the Sub Office.
5. Ensures facilitation of knowledge building and knowledge sharing in the SO focusing on achievement of the following results:
- Organization of trainings for the operations/ projects/ agencies/partners staff on Finance.
- Synthesis of lessons learnt and best practices in Finance.
- Sound contributions to knowledge networks and communities of practice.
III. Impact of Results
The key results have an impact on the overall SO efficiency in financial resources management and success in implementation of operational strategies. Accurate analysis and presentation of financial information enhances UNDP credibility in use of financial resources and proper financial process management. The information provided facilitates decision making of the management.
IV. Competencies and Critical Success Factors
- Demonstrates commitment to UNDP’s mission, vision and values.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Knowledge Management and Learning
- Shares knowledge and experience
- Encourages office staff to share knowledge and contribute to UNDP practice areas
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
- Ability to perform a broad range of specialized activities related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting.
- Sound knowledge of financial rules and regulations, accounting
- Strong IT skills
- Ability to provide input to business processes re-engineering, implementation of new system
Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Demonstrates openness to change and ability to manage complexity
UNDP Accounting and Finance Training and certification
Required Skills and Experience
V. Recruitment Qualifications
- Secondary Education with specialized certification in Accounting and Finance. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
- 5 to 7 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.
- Fluency in the UN and national language of the duty station.
ALL APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to download the form P11
Female candidates are encouraged to apply