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 is strengthening in particular the Delta Mahakam project that is part of the natural resources management portfolio and NRM resource mobilization for harnessing Global Environmental Facility (GEF) support to Indonesia. The main finalization of the formulation of new projects that will focus on NRM for Indonesian, in line with the achievement of MGDs and Indonesia’s commitment to enable sustainable livelihood for vulnerable communities.

For the above purpose UNDP is recruiting a Programme Assistant to provide high quality finance and administrative support to the Delta Mahakam with accuracy and consistency, and hence to also facilitate sound implementation of the NRM sub programme and its project activities.
   
The Programme Assistant works closely with the Finance and Operation Divisions within the UNDP Country Office and UNDP GEF team in the UNDP Regional Center in Bangkok and the UNDP HQ, as well as with project staff/consultants. 

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions:

The Programme Assistant is expected to ensure that day to day operational activities of Delta Mahakam and NRM projects are processed in timely manner, in line with UNDP rules and regulations and properly recorded in the ATLAS system.  Operational activities include but not limited to financial management and audit, administration, as well as procurement HR matters, these activities must be in line with audit requirements.    

Financial:

• Provide project office regularly with reports on project expenditures and budget balances from Atlas
• Review and verify the financial reports from project office and advise PM/PO as to any discrepancies and irregularities from UNDP rules and regulations and associated risks
• Working closely with the project finance in preparing the budget revision in AWP
• Reconcile project financial reports  
• Regularly monitor financial transactions in Atlas to maintain and ensure that project financial accounts are in order
• Implement GLJE or APJV within Atlas
• Assist project office in preparation of financial reports based on donor requirements as deemed necessary
• Process all payments based on proper supporting documents
• Managing the NEX aging in ATLAS
• Managing and review the Combined Delivery Report and Statement of Cash Flow
• Review the Face Form (Direct Payment/Reimbursement) from project and process as necessary in UNDP
• Maintain the HACT Assurance as required by UNDP corporate policy and procedure
• Close review on any UNDP policy implementation within project i.e DSA rate

Audit:

• Establish and maintain a systematic filing system of key documents (in hard copy and soft copy) in line with audit requirements.
• Managing the communication with auditor and implementing partners including the audit entrance and exit meeting
• Managing the audit follow up action as required by operations unit
• Assist PM/PO in closing projects operationally and financially and in close coordination with implementing agencies

Administration:

• Arrange official travel related to project and process all travel settlements
• Assist project office in preparing and conducting project events (workshops, seminars, trainings and conferences) and coordination activities
• Assist PM/PO in conducting regular monitoring and evaluation of project implementation

Procurement:

HR:

• Process project personnel recruitment

Other: Supports knowledge building and knowledge sharing

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

III. Impact of Results

Accurate data entry and financial information have an impact on the quality and implementation of the UNDP projects and programme.  A client-oriented and efficient approach impact on the image of UNDP in the country.

Competencies

IV. Competencies

Corporate Competencies:

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

Functional Competencies:

• Experienced in ATLAS system or familiar with similar financial management software and willing to learn ATLAS system at minimum time provided
• Familiarity with UN systems and/or the UNDP system, rules and procedures.
• Knowledge in General Accounting system and Audit.
• Knowledge in General Procurement and Administration.
• Demonstrates strong IT skills eg. computer literacy, in particular experience with Microsoft Office products.
• Ability to perform a variety of standard tasks 
• Ability to work efficiently and independently under pressure, handle multi tasking situations with strong delivery orientation
• Ability to work good in team format
• Good interpersonal skill and have ability to work effectively with people of different nationality and cultural background
• Familiarity with GEF project management is an asset.
  

Required Skills and Experience

V. Recruitment Qualifications

Education: 

Minimum D2 (Diploma 2 yrs) preferably with specialized certification in Accounting and Finance. University Degree in Business or Public Administration, Economics, would be desirable.

Experience: 

Minimum 5 years for D2 or 4 years for D3  of relevant administrative or programme experience is required.

Language Requirements:

Fluency in the UN and national language of the duty station.

“Female candidates are encouraged to apply”