Historique

“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

Under the guidance and supervision of the National Project Manager-DR4, the Administrative and Finance Assistant provides support to office operations performing a variety of standard administrative and financial processes ensuring high quality and accuracy 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 MRR & RISE Sub Projects, Operations, Finance Section and CPRU Recovery cluster in the CO to exchange information and ensure consistent service delivery and ensure that finance & administration process is matched with UNDP procedure and the programme schedule. The Administrative and Finance Assistant will also work closely with outside parties especially government officials and other partners during the implementation of project work plan relevant with administrative and financial regulation.

Devoirs et responsabilités

II. Functions / Key Results Expected

Summary of Key Functions: 

? Implementation of operational strategies
? Support to effective and efficient functioning of the Project (DR4-CPRU)
? Support to administrative, logistical and financial 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 and financial activities, recording/reporting system with UN/UNDP rules, regulations, policies and strategies and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system
? Provision of inputs to the PMU (Project Management Unit) administrative and financial business processes mapping and implementation of the internal standard operating procedures (SOPs).
? Provision of inputs to preparation of administrative and finance team results-oriented workplans.

2. Ensures effective and efficient functioning of the Project (DR4-CPRU), 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.
? Translation of simple correspondences, when needed.
3. Ensures effective administrative, logistical and financial support, focusing on achievement of the following results:

? Organization of shipments, customs clearance arrangements, preparation of documents for project shipments (received/sent)
? Preparation of all necessary documentation, implementation of follow-up actions
? Preparation of routine correspondence, faxes, memoranda and reports in accordance with the Project Management Unit  (PMU) SOP.
? Performance of a Requestor role in Atlas and preparation of Requisitions for travel and procurement activities.
? Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
? 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.
? Arrangement of vehicle transportation.
? 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. 
? Establishment and maintenance of the proper filing system for administrative and financial records and documents ensuring safekeeping of confidential materials.
? Provision of support for project personnel matters.
? Updating list of Project contact addresses and other record systems as necessary
? Extraction of data from various sources.
? Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
? Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the NPM.
? Assistance in proper control of the supporting documents for payments and financial reports for NIM projects; payment execution.
? Processing of financial documentation (vouchers, supporting documents, telephone invoices, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in Atlas; travel claims, monthly payment orders (MPOs) and other entitlements are duly processed.
? Proper receipting of goods and services and establishment of accruals if delegated to the S/M
? Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures and potential funding problems.
? Assistance in the preparation of budget, provision of information for audit.
? Collaboration with the implementing partner in the formulation project budget
? Provision of effective support to the implementing partner on transparent and accountability process

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

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

? Participation in the training for the operations/projects staff on administration.
? Sound contributions to knowledge networks and communities of practice.

III. Impact of Results

The key results have an impact on the efficiency  and quality of UNDP Project Management and internal efficiency and effectiveness of Project operation. Accurate 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.

Compétences

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

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

UNDP Procurement Certification programme

Qualifications et expériences requises

V. Recruitment Qualifications

Education: 

University Degree in Accounting, Finance or other relevant degree

Experience: 

• 3 years of progressively responsible administrative, programme, or accounting/finance experience is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc)
• Experience with the UN system is an advantage

Language Requirements: 

Excellent fluency in the written and spoken English and Bahasa Indonesia

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11

ATLAS No:  00071900