Historique

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: Democratic Governance, Regional Development and Poverty Reduction, Conflict Prevention and Recovery, and Environment and Climate Change. Besides the four priority areas, UNDP Indonesia is also engaged in crosscutting initiatives such as HIV/AIDS and gender equality.

I. Organizational Context

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.

The United Nations Development Programme (UNDP) works to support democratic development and the promotion and protection of the rule of law in Indonesia. Democratic governance provides the necessary enabling environment to reduce inequalities, alleviate poverty and achieve the Millennium Development Goals (MDGs). The UNDP works to promote democratic governance in Indonesia including in supporting decentralization and local governance reform.

In 1999, through path-breaking legislations, Indonesia engaged in a process of radical decentralization. This initiative has led to new powers for regions and to the special autonomy agreements for Papua and Aceh. The change has also created confusion over overlapping roles and responsibilities between provinces and districts as well as concerns over the extent of proliferation of new provinces and districts. Decentralization has not always led to an effective transfer of power and resources from the central government to local governments in order to better serve the communities and citizens, improve welfare, and revitalize the economy.

ART GOLD is a UNDP led international cooperation initiative currently operating in eighteen countries in Latin America, Africa, Europe, and Asia. The initiative brings together several United Nations Agencies and promotes a new type of multilateralism in which the United Nations system works with Governments to promote the active participation of local communities and social actors from the South and the North. ART GOLD programs create and support innovative partnerships within a global system of cooperation that links local, national, and international actors. It enables them to work together more effectively towards achieving the Millennium Development Goals through an area-based approach to governance and development. Participants include donor countries, United Nations agencies, Governments at the national, regional, and local levels, cities, decentralized cooperation actors, associations, universities, private sector organizations, and non-governmental organizations. Through the ART framework programs these decentralized actors work towards the achievements of the MDGs in the respective countries not only by financing the Programs but also through engaging into long-term partnerships geared at exchanging experience and technical knowledge.

Under the supervision of the Chief Technical Advisor (CTA) and guidance from BAPPENAS, the Administrative and Finance Assistant (AFA) will provide financial services and a variety of standard administrative processes ensuring high quality and accuracy of work. The AFA will promote a client-oriented approach consistent with UNDP rules and regulations as well as BAPPENAS and GOI rules and regulations.

The AFA will work in close collaboration with the operations, programme and projects’ staff in the CO and with BAPPENAS to exchange information and ensure consistent service delivery.

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
• Accounting and administrative support
• Support to the NPD staff on the financial, procurement, administrative and logistical services
• Support to the NPD staff on project registration as well as reporting and endorsement of realized grant aid funds according to Ministry of Finance’s rules and regulations
• Support to the NPD staff for the GOI’s audit by BPKP and BAPPENAS Internal Audit

The Administrative and Finance Assistant (AFA) is expected to ensure that all the day to day operational procedures are in line with rules and regulations of the Government of Indonesia (GoI) and UNDP. More specifically, the AFA is to assume the following functions:

The AFA will work in the AGI Project Management Unit (PMU), which is established by National Project Director (NPD) and UNDP for the implementation of the project. The AFA works in close collaboration with (i) the other AGI PMU staff, (ii) NPD of the Implementing Agency (BAPPENAS), and (iii) UNDP Programme staff to exchange information and ensure consistent service delivery.
The AFA is expected to ensure that all the day to day  operational procedures in planning, implementation, monitoring and evaluation, closure, audit, procurement, etc. are conducted in timely manner and in line with rules and regulation of the Government of Indonesia and UNDP.
More specifically:

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

•  Full compliance of administrative activities with UN/UNDP and BAPPENAS rules, regulations, policies and strategies.
• Provision of inputs to preparation of administrative team results-oriented workplans.

2. Ensures effective and efficient functioning of the project  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 financial, administrative and logistical support, focusing on achievement of the following results:

• 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, support to organization of common services.
• 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. 
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• 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 head of unit.
• Assistance in the preparation of budget, provision of information for audit.
• Assist CTA and Project Officer (PO) in developing project budget plan in line with project annual work plan
• Assist CTA and PO in developing preparing ToRs for personnel and procurement of goods and services
• Provide advice to CTA and PO in developing project activity plans, reflecting resource availability
• Enter and regularly update project milestones in the Project Management Unit Calendar and develop personal work plan against the progress towards the milestones

Assist CTA and PO in HR management

• Keep the track of attendance record of staff under the project. Leave forms and travel authorization should be attached.
• Keep the record of staff performance evaluation.
• Manage and provide the documentations for central filing.
• Process salary payment
• Maintain receipt of salary payment
• Other HR assignments as required

Assist CTA and PO in Procurement Management

• Assist CTA and PO in developing project procurement and recruitment plan in line with project annual work plan
• Assist on the procurement following KEPPRES No. 80/2003, if needed
• Assist CTA and PO in developing preparing ToRs for personnel and procurement of goods and services
• Assist CTA and PO in processing requests for personnel, goods and services in liaison with relevant Operations Units by preparing supporting documents required for personnel action or procurement and following up the required procedures
• Keep the record of contracts and other relevant documents
• Monitor contract compliance by keep the record of performance monitoring / evaluation records
• Initiate and process payments
• Maintain receipts of payments
• Other Procurement assignments as required

Assist CTA and PO in Financial Management

• Review and revise project budget and prepare necessary documentation to activate revised budget based on regular    monitoring of implementation progress and financial disbursement
• Prepare the financial reports for the project and advice CTA and PO for any discrepancies and irregularities from the GoI and UNDP rules and regulations and associated risks.
• Prepare the advance payment request / other payment requests and advise CTA and PO for any discrepancies and irregularities from the GoI and UNDP rules and regulations and associated risks.
• Reconcile financial reports from implementing partners against advance payment within Atlas
• Regularly monitor the financial transactions in Atlas to maintain project financial account in order
• Prepare Quarterly Financial Reports
• Other financial management assignments as required
• Arrange official travel of staff and process travel settlement
• Assist CTA and PO in preparing and conducting project events (workshop, seminar, training and conference) and coordination activities
• Assist CTA and PO in conducting regular monitoring and evaluation of project implementation by updating the project Calendar and alerting CTA and PO on approaching or delayed milestones

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. Planning

• Assist CTA and PO in developing project budget in line with project document outcomes, activities and outputs
• Provide advice to CTA and PO in developing project activity plans, reflecting resource availability
• Assist CTA and PO in developing project implementation plans including budget plan and procurement and recruitment plan in line with project annual work plan
• Enter and regularly update project milestones in the Project Management Unit Calendar and develop personal work plan against the progress towards the milestones

6. Closure and Audit

• Establish and maintain a systematic filing system of key documents (in hard copy and soft copy) in line with audit requirements.
• Assist CTA in closing projects operationally and financially in accordance of rules and regulations of UNDP and in close coordination with UNDP CO
•  Assist the NPD staff for the GOI’s audit by BPKP and BAPPENAS Internal Audit

7. Support to NPD

• Assist NPD and Deputy National Project Director (D-NPD) to carry out project related  financial and administrative tasks
• Assist NPD and D-NPD in compiling and assessing substantive reports including progress report, final report and annual/quarterly work plan and budget plan and regular follow up with NPD office for revision, assessment and approval of the reports.
• Assist the NPD staff to organize meetings needed by NPD and D-NPD for achieving of project objectives and delivering outputs.
•  Assist NPD and D-NPD on reporting and endorsement of realized grant aid funds according to Ministry of Finance’s rules and regulations.
• Maintain and record communication and coordination between PMU, UNDP and NPD office on daily basis.
• Any other relevant duties as requested by NPD and D-NPD

8. Support knowledge building and knowledge sharing in the CO, 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.

9. Others

• Draft correspondence, minutes of meetings and reports (Admin)
• Monitor office supplies and supervise all office functions accordingly (Admin)
• Actively participate in and contribute to learning and knowledge sharing activities in operational aspect of project management. (Admin & Finance)
• Actively participate in and contribute to PMU and CO level coordination in streamlining operational aspects of project management. (Admin & Finance) 

III. Impact of Results

Project implementation in line with the objectives of the project and UNDP rules, regulation and procedures is critical to ensure achievement of UNDP Country Programme outcomes. A client-oriented and efficient approach has significant impact to the image of UNDP Indonesia Country Office.

Compétences

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:

Operational Aspect of Project Management

• Has demonstrated knowledge and experience in finance, admin, procurement and human resource management

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

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 

Qualifications et expériences requises

V. Recruitment Qualifications

Education:

• Minimum a D3 diploma in administration, accounting, finance, economics, social economics, or other related fields. Relevant experience can substitute such a diploma.

Experience:

• Minimum 4 (four) years of professional experience in Administration and Finance; or preferably, four years, if diploma is in another field.
• Experience in working on projects implemented by the Government of Indonesia, funded by donors.
• Excellent communication skills;
• Full of initiative and sound judgment, high integrity and demonstrated ability to work in multi-cultural environment;
• Computer literate, particularly with MS Office suites and MS Excel;
• Willingness to travel to project sites;
• Familiarity with UN systems and procedures is an advantage.

Language Requirements:

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

ALL 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.