Background

I. Organizational Context
 
The United Nations system in Indonesia works as a team to develop the best strategy to respond to national needs and plans, building on agency asset. To support its operations, UN Indonesia is opening vacancies for roster of qualified personnel.Candidates will be assessed by UN Human Resources team for particular type/level of function.

Under the guidance and supervision of the Operations Manager and direct supervisor, the Finance Assistant provides financial services ensuring high quality, accuracy and consistency of work. The Finance Assistant promotes a client-oriented approach consistent with UNDP rules and regulations.
    
The Finance Assistant works in close collaboration with the operations, programme and projects’ staff in the CO and with UNDP HQs 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
• Functioning of cost-recovery system
• Accounting and administrative support
• CO cash management
• Knowledge building and knowledge sharing

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

• Full compliance of financial processes and financial records with UN/UNDP rules, regulations, policies and strategies.
• Input to the CO business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.

2. Ensures functioning of the optimal cost-recovery system focusing on achievement of the following results:

• Provision of inputs for preparation of cost-recovery bills in Atlas for the services provided by UNDP, 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 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 unposted 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. Ensures proper CO cash management system functioning focusing on achievement of the following results:

• Alternate to Finance Associate (ICS-6) for 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.
• Alternate to Finance Associate (ICS-6) for daily review of zero-balance account bank statements in Atlas to monitor imprest level; identification and recording of contributions.
• Stop payment initiation on internet banking systems.
• Preparation of monthly UN exchange rate report to Treasury.
• Timely and accurate preparation of bank reconciliations.
• Initiation of bank transfers and deals in Atlas.

4. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on Finance.
• Contributions to knowledge networks and communities of practice.

III. Impact of Results

The key results have an impact on the execution of the CO financial services management in terms of quality and accuracy of work.  Accurate data entry and presentation of financial information and a client-oriented approach enhances UNDP’s capability to effectively and efficiently manage financial resources.

Competencies

IV. Competencies and Critical Success Factors

Functional Competencies:    

Building Partnerships

Level 1.1: Maintaining information and databases

• Tracks and reports on mobilized resources

Promoting Organizational Learning And Knowledge Sharing

Level 1.1: Basic research and analysis

• Identifies and communicates opportunities to promote learning and knowledge sharing

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 (financial resources management)
• Possesses basic knowledge of organizational policies and procedures related to the financial resources  management 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

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

• 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
• 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
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

• Maintains databases
Prepares timely inputs to reports

Core Competencies:

• 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
  

Required Skills and Experience

V. Recruitment Qualifications

Education: 

• Secondary Education with specialized certification in Accounting and Finance. University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience: 

• 3 to 5 years of relevant finance experience at the national or international level is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

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

UN 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 UN Indonesia at the same grade level and with similar job description, experience and education requirements.