Background

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.

I. Organizational Context

UNDP Indonesia and the Government of Indonesia are developing the Nias Islands Transition Project (NITP) which will support the Province Government of North Sumatra and the District Governments of Nias and Nias Selatan to efficiently assume the responsibilities, functions and assets they will inherit from the Aceh – Nias Reconstruction and Rehabilitation Agency (BRR) in 2009 and develop the capacity they require to effectively lead and facilitate the long term social and economic development of the region. NITP’s purpose and approach are similar to those of AGTP in addressing post-BRR transition.

The project has three linked operational components, the first of which will provide short-term assistance for the transfer of assets and responsibilities from BRR to the District and Province Governments.  The second component will provide technical support for the long-term strengthening and reform of the province and district administrations.  These components support each other in the larger objective of completing transition from post-tsunami recovery rehabilitation to long-term development for ongoing peace and prosperity in the region. These two components have key deliverables similar to those of AGTP. The third component aims to mainstream disaster risk reduction into development. NITP will commence operations in the near future after agreement between the Province Government of North Sumatra, the District Governments of Nias and Nias Selatan and UNDP on the general content of the three-year project and on specific assistance for the first 12 months.

Under the guidance and supervision of the National Project Manager, the Administrative and Finance Assistant provides organizational support services to the project operations performing a variety of standard administrative and financial matters processes ensuring high quality, accuracy and consistency of work. The Administrative and Finance Assistant promotes a client, quality and results-oriented approach.
 
The Administrative and Finance Assistant works in close collaboration with the Operations, programme and projects staff in the Country Office and other duty stations staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions: 

• Implementation of operational strategies
• Support to effective and efficient functioning of the unit
• Support to administrative, financial  and logistical services
• Support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented work-plans.

2. Ensures effective and efficient functioning of the unit, focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Enter and regularly update Project level milestones in the Project Calendar and develop personal work plan against the progress towards the milestones.
• Monitor the use of Project Calendar of milestones and personal work-plan and report to Project Manager.
• Translation of simple correspondences, when needed.

3. Ensures effective administrative, financial and logistical support, focusing on achievement of the following results:

• Develop and maintain operational/administrative systems in the office.
• Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
• Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution. 
•  In collaboration with project staff at the project level, establishes and maintains Project centralized filing system and records by project as well as all official correspondence, personnel contracts by contract modality, leave monitoring based on the attendance records from Project staffs, forms and templates for general procedures, etc.).
• Maintains Project leave monitoring and daily attendance records of the Project staff.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Assistance in the preparation of budget, provision of information for audit.
• Proper control of the supporting documents for payments and financial reports for NEX projects; preparation of all types of vouchers for projects and on-behalf of UNOPS and non-Atlas Agencies; PO vouchers; Pay Cycle and payment execution.
• Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, MPOs and other entitlements are duly processed
• Timely corrective actions on un-posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers.
• Presentation of information on the status of financial resources as required.
• Maintenance of the Accounts Receivables for UNDP projects and recording of deposits in Atlas.
• Management of cash receipts and petty cash.
• Maintenance of the proper filing system for finance records and documents.

4.  Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services
• Take the lead in maintaining pleasant working environment in the Project office in cooperation with other unit members. Be in charge of in office space arrangement and cleanliness at the Project level

5. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration.
• Actively participate in and contribute to learning and knowledge sharing activities.
• Actively participate in and contribute to Project level coordination in streamlining operational / organizational aspects of day-to-day Project operation.

III. Impact of Results

The key results have an impact on the efficiency of the NITP project activities in terms of quality and accuracy of presentation of information strengthens the capacity of the office and promotes the image of UN/UNDP as an effective contributor to the development of the country.

Through close assistance, Administrative and Finance Assistant will also enhance government capacity in managing and supervising transition activities within districts and province level.

• Administrative and Finance Assistant with duty station in Medan will be covering North Sumatera or depend on programmes’ need. 
• Administrative and Finance Assistant with duty station in Nias will be Nias Utara, Nias Barat, Gunung Sitoli district or depend on programmes’ need.
• Administrative and Finance Assistant with duty station in Nias Selatan will be covering Nias Selatan district or depend on programmes’ need. 

Competencies

IV. Competencies and Critical Success Factors

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience
• 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 variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
• Ability to perform work of confidential nature and handle a large volume of work
• Good knowledge of administrative rules and regulations
• Strong IT skills, knowledge of Atlas
• Ability to provide input to business processes re-engineering, implementation of new systems

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
• Remains calm, in control and good humored even under pressure

UNDP Procurement Certification programme

Required Skills and Experience

V. Recruitment Qualifications

Education: 

• Diploma 3 in Business Administration or Public Administration, Economic, social science or related field

Experience: 

• Minimum 4 years for Diploma 3 or 3 years for Bachelor degree of relevant experience in administration or project/programme support service (admin, procurement, finance and HR support). Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
• Good communication, interpersonal skills; systematic, organize.
• Excellent command of English.
• Able to work under pressures, handle multi tasking situations;
• Able to work independently (less supervision from supervisor) and have strong output orientation
• Commitment to the United Nations principles and demonstrated ability to work in harmony with persons of different national and cultural background;

Language Requirements: 

• 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 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.