UNDP Jobs - 9650- Administration and Finance Clerk (National)

Administration and Finance Clerk (National)

Location :

Jakarta, INDONESIA

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

19-Apr-09 (Midnight New York, USA)

Post Level :

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

12 months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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

Under the guidance and supervision of the Programme Manager, the Admin and Finance Clerk supports the provision of financial services ensuring high quality, accuracy and consistency of work to meet the objectives of the UNDP support team based in Country Office.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of key functions:

Implementation of operational strategies
Provide accounting and administrative support
Provision of travel and logistical support
Provision of 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 financial processes and financial records with UN / UNDP rules, regulations, policies and strategies.
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Provision of inputs to preparation of administrative team results-oriented work plans.

2. Provide accounting and administrative support, focusing on achievement of the following results:

Assistance in proper control of the supporting documents for payments and financial reports for NEX 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, travel claims, monthly payment orders (MPOs) and other entitlements are duly processed.
Provision of information for reports on financial status, procedures, exchange rates, costs and expenditures.
Preparation of routine correspondence, faxes, memoranda and reports in accordance with SOP and project needs.
Maintenance of the proper filing system for financial records and documents.

3. Provides administrative and logistical support, focusing on achievement of the following results:

Arrangement of travel and hotel reservations, preparation of travel authorizations.
Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.
Administrative support to organization of conferences, workshops, retreats.
Collection of information for DSA, travel agencies and other administrative surveys.
Preparation of routine correspondence, faxes, memoranda and reports in accordance with SOP.
Extracting, inputting, copying and filing data from various sources.
Maintenance of files in Administrative Unit
Perform other duties as required.

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

Collection of information on assets management, maintenance of records and files on assets management.
Update and develop an inventory of assets (management system to record equipments purchased by project).
Maintenance of files and records relevant to office maintenance.

5. Provides support to knowledge building and knowledge sharing in the project team, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on Finance and Administration.
Contribute to the web of UNDP in relation to any information of project’s activities
Contributions to knowledge networks and communities of practice.

III. Impact of Results

The key results have an impact on the execution of the project team’s financial and administrative/logistical in terms of quality and accuracy of work completed services. Accurate data entry and presentation of financial and administration information and a client-oriented approach enhances UNDP’s capability to effectively and efficiently manage financial resources and keep records, as well as to strengthens the capacity of the project team in the provision of administrative/logistical services.

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

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 repetitive and routine tasks and duties related to Finance, screening, collecting and preparation of documentation, data input, transactions tracking, filing, provision of information
Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work
Ability to review data, identify and adjust discrepancies
Ability to produce accurate and well documented records conforming to the required standard
Good knowledge of financial rules and regulations
Ability to provide input to business processes re-engineering, implementation of new system

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

Required Skills and Experience

V. Recruitment Qualifications

Education:

Minimum Academy (D3) or Bachelor Degree is desirable, in Finance or Administration or any Social degree.

Experience:

2 to 3 years of relevant finance and administrative experience.
Experience in the usage of computers and office software packages (MS Word, Excel, Power Point, Outlook, etc.).
Experience in working with UNDP or any development agencies is more desirable.
Experience in handling of web-based management systems.

Language Requirements:

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

“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.”