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 Indonesia will provide support to strengthen the capacity of the Ministry of Health as the Principal Recipient (PR) to manage the Global Fund to fight AIDS, Tuberculosis and Malaria grants in Indonesia for 2008.

This UNDP Indonesia’s support aims to strengthen the capacity of the PR to ensure the full and successful implementation of the remaining GFATM grants in Indonesia for AIDS, TB and Malaria. As an interim arrangement and to give the PR the necessary time to strengthen its internal mechanisms and capacities, UNDP will support the PR in capacity development services.

UNDP will provide capacity development services to the PR in the areas of financial management, procurement, and human resource management. This arrangement is of a temporary time-bound nature and a detailed transition/exit strategy for UNDP support is envisaged. The UNDP support services are part of a joint effort by the UN Country Team to support the Government of Indonesia in the successful implementation its GFATM grants.

Duties and Responsibilities

II. Functions / Key Results Expected

Summary of Key Functions:

• Implementation of operational strategies
• Accounting and administrative support
• Provision of travel and logistical support
• Provision of support to office maintenance and assets 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 UNDP and the government of Indonesia, rules, regulations, policies and strategies;
• Full compliance of administrative activities with UNDP and the government of Indonesia, rules, regulations, policies and strategies;
• Provision of inputs to preparation of administrative team results-oriented workplans.

2. Provides 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 and/or any payment execution;
• Processing of financial documentation (vouchers, supporting documents, telephone bills and any 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, routine correspondence (emails/faxes), memo/note to the files, based on SOP and project needs;
• In coordination with UNV Coordinator based in the project office to process any payments;
• Extracting, inputting, copying and filing data from various sources;
• 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, and ensure the process of bidding comparison;
• Support to any consultants/experts and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and Government of Indonesia;
• Administrative support to organization of conferences, workshops, retreats;
• Provide any travel authorization and/or logistic support to all project team, experts/consultant and/or meeting participants;
• In coordination with Finance Assistant and Finance Officer to prepare any 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 within the project team in the MOH;
• 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 the list of inventory (management system to record any asset/ 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;
• Actively check to UNDP website in relation to any information on finance and administration, as well as 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

The Finance Admin Clerk will be required to have:

Corporate Competencies:

• Demonstrates integrity
• Ability to work with local counterparts in building their capacity.
• 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 standard tasks related to financial resources management, incl. screening and collecting documents, financial data processing, 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 produce accurate and well documented records conforming to the required standard;
• Good knowledge of finance/accounting and administration rules and regulation;
• Familiar with UNDP finance, HR and procurement rules and regulations;
• Strong IT skills/knowledge of IT applications, such as MS Word, Excel, Power Point and Internet.

Leadership and Self-Management

Required Skills and Experience

V. Recruitment Qualifications

Education: 

• Minimum Diploma3 (D3)  in Finance/Accounting or Management or Administration.  Bachelor (S1) Degree is desirable,

Experience: 

• Minimum 3 years experience in finance/accounting and administration

• Computer literate (office software packages such as MS Word, Excel, Power Point, Outlook, etc.)

• Experience to work with UN/UNDP, GOI and/or other bilateral projects

Language Requirements: 

• Full working knowledge in English and Bahasa Indonesia is required.

ALL APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION

                                                                         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.