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, we offer global perspective and local insight to help empower lives and build resilient nations.

I. Organizational Context

In 2010, the Government of Indonesia initiated the Provincial Governance Strengthening Programme (PGSP) executed by the National Development Planning Agency (BAPPENAS) in close collaboration with the Ministry of Home Affairs (MoHA) and the United Nations Development Programme (UNDP). Strategic partnerships are established with the three provincial governments, including the Government of Bangka Belitung in the west, and the Government of Gorontalo (Gorontalo) and the Government of Nusa Tenggara Timur (NTT) in the east.

Through PGSP, UNDP supports the Government of Indonesia in re-defining and strengthen the roles and functions of provincial government through effective participatory policy making, regional development planning, and public service delivery, leading to the realization of national and local development objectives and the improvement of the quality of life of the poorest. This project offers technical assistance to resolve these remaining internal issues. Through policy reformulation and implementation, a focus on the provision of public services, and the participation of a wider group of stakeholders, including non-state actors, PGSP will address both the supply and demand sides of governance.

The Program Management Unit (PMU) based in Jakarta is designed to lead the overall implementation of the program (including the technical assistance and tools component and the policy development component) and provide timely quality support for area teams based at the province level. The PMU consists of teams responsible to achieve the following key outputs: 1) Enhanced policy and regulatory framework that further clarifies and strengthens roles and functions of provincial government; 2) Strengthened provincial government capacity in economic development planning and budgeting; and 3) Enhanced public service delivery through governance innovations, implementation of minimum service standards and public complaint mechanisms.

After one and a half year, PGSP has contributed to the revision of Law 32/2004 on Local Government. A more clearly defined role and function of the governor and provincial governments is now visible in the draft revision of Law No. 32/2004, which mandates that the provincial government is authorized to coordinate and monitor local development at the city/regency level. This authority will allow provincial governments to better coordinate and monitor local development, and ensure that district and city governments will be able to provide better public services for the community. PGSP have also provided tools to help local government strengthen their planning and budgeting processes, which has resulted in the application of the Provincial Human Development Report (and monitoring indices) into development planning and budgeting, as well as supporting the participation of communities in planning. These tools, as well as the capacity building activities, are crucial to improving participatory mechanisms in development planning and budgeting so that communities can understand and contribute more effectively in public service delivery. PGSP activities resulted in some important first steps towards the development and implementation of Minimum Service Standards in public service delivery, at both the provincal and district level, including initial assessments and the development of strategies to address gaps. The policy papers developed by PGSP also lay an important foundation for the government in moving forward, as they provide essential clarifications and recommendations for next steps. The provincial governments have expressed an interest in and committment to MSS and the support from PGSP will ensure that action plans are implemented, guaranteeing an improvement in communities to have better access to and quality of public services. PGSP has also contributed to formulation of policy paper and research paper on tools, mechanism, and guideline to enhance and strengthen provincial government role and functions, and facilitate capacity building for provincial governments.

Under the guidance and supervision of the Development Officer (DO PGSP, UNDP) the Administrative and Finance  Assistant of the Nusa Tenggara Timur will provide financial services, resource utilization and transparent financial management. AFA will promote a client-oriented approach, consistent with UNDP rules and regulations. AFA is expected to ensure the operational administrative and financial procedures performed every day in the planning, implementation monitoring, and evaluation, closure, audit, etc. done in a timely manner and in accordance with the rules and regulations of the Government of Indonesia and UNDP.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions: 

1. Support to ensure effective  Administration and Finance Planning  of Project PGSP Nusa Tenggara Timur
2. Support to ensure effective  Administration and Finance Implementation, Monitoring and Evaluation  of Project PGSP Nusa Tenggara Timur.
3. Support to ensure effective Administration and Finance Auditing and Reporting  of Project PGSP Nusa Tenggara Timur

1.    Provide support to ensure effective Administration and Finance Planning  of Project PGSP Nusa Tenggara Timur, focusing on achievement of the following results:

• To assist Development Officer (DO) of Nusa Tenggara Timur Province in developing the project budget in accordance with project document outcome, activities and outputs;
• Provide advice to DO in developing the project plan activities in the reflection availability of resources;
• To assist DO in developing project implementation plans including budget planning and procurement and recruitment plan in accordance with project annual work plan.

2.    Provide support to ensure effective Administration and Finance Implementation, Monitoring and Evaluation  of Project PGSP Nusa Tenggara Timur , focusing on achievement of the following results:

• To assist DO in preparing ToRs for personnel and procurement of goods and services.
• To assist DO in HR management such as: preparation the process of payment of wages activity, and served in the needs of other human resource tasks.
• To assist DO in procurement management such: filling a record contract and other related documents; monitor contract compliance keeping record of performance monitoring / evaluation records; initiate and process payments; keeping the receipt of payment; and perform other tasks as needed.
• To assist DO in such financial management: review and revise the project budget and prepare the necessary documentation to activate revised budget based on regular monitoring of implementation progress and financial disbursement; provides DO with a monthly / bi-monthly report on the project budget; prepare financial statements for the project and recommends DO of any differences and deviations from the GoI and UNDP rules and regulations and associated risks; prepare request an advance payment (payment request) / other payment requests and recommends DO for any differences and deviations from the GoI and UNDP rules and regulations and risks related; regularly monitor financial transactions in order to ownership of financial accounts of the activities; prepare Quarterly financial Report; and performing other financial management tasks as needed.
• Arrangements of travel staff and process travel settlement project activities.
• To assist DO in the preparation and conduct project activities (workshops, seminars, and training) and activity coordination.
• To Help other tasks requested by the DO PGSP-UNDP Nusa Tenggara Timur.

3.    Provide support to ensure that Administration and Finance Auditing and Reporting  of Project PGSP Nusa Tenggara Timur,  focusing on achievement of the following results:

• Establish and maintain a system of major systematic archiving of documents (in hard copy and soft copy) in accordance with auditing requirements.
• Assist DO in closing the financial and operational activities according to the rules and regulations of UNDP and in close coordination with the Central Office of UNDP (UNDP Country Office).
• Actively participate and contribute to learning and sharing knowledge in operational management aspects of the project.
• Actively participate and contribute to the Project Management Unit (PMU PGSP-UNDP) and UNDP Headquarters-level coordination in streamlining operational aspects of project management.

III. Impact of Results

The key results have an impact on the efficiency of the project. Accurate data entry and presentation of financial information strengthens the capacity of the project and promotes the image of UNDP as an effective contributor to the development of the country.

Competencies

IV. Competencies

Functional Competencies:
     
Building Strategic Partnerships
Level 1.1: Maintaining information and databases

•  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

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
• 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
• 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

• Gathers and disseminates information on best practice in accountability and results-based management systems

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

Leadership and Self Management

• Focus on outcomes for clients and respond to positive feedback.
• consistent approach work with energy and a positive and constructive attitude.
• Remain calm, in control of both sympathetic and even under the pressure of the right.

Core Competencies:

• Institutional competence
• Knowledge Management and Learning
• Development and Operational Effectiveness
• Leadership and Self Management

Required Skills and Experience

V. Recruitment Qualifications

Education:   

• Bachelor degree in finance, public administration, business administration, or other relevant discipline, or its equivalent.

Experience:  

• Experience at least 3 year as an assistant finance and administrative activities of government / provincial / district / city governments, private companies and NGOs.
• Hands-on experience with Bappeda and trust fund management institution in Indonesia.
• Experience in the use of computers and office software packages and finance software packages.

Language Requirements:   

• Good command of English and Bahasa Indonesia, both spoken and written.

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.