Antecedentes
The Badan Rehabilitasi dan Rekonstruksi (BRR) was established in May 2005 to oversee and undertake reconstruction in the regions affected by the tsunami and earthquake disasters in Aceh and Nias. The Phase II of the “Technical Assistance to BRR Project” continues to provide supplemental technical and operational capacity to BRR during the transition of responsibility from BRR to other actors, primarily local and central government including the UNDP supported Aceh Government Transformation Programme (AGTP).
Phase II C - Support for Implementing Environmental Impact Assessments (EIAs)
The USD2.5million EIA sub-programme aims to assist BRR to implement environmental impact assessments (EIAs or AMDALs) for projects to be constructed in 2009. The sub-programme will directly support the consultancy costs to perform the studies and, via Letters or Agreement (LoA), the cost for their administration by the provincial governments’ environment departments (the BAPEDALDA) in Aceh and, potentially, North Sumatra (for Nias). The EIA consultants’ and BAPEDALDA’s work will be assisted, and monitored by an international Environmental Adviser (EA) and a team of Environmental Managers (EMs national) to be provided by the TA BRR project and assigned to work at provincial & district levels through the BRR COO’s and BAPEDALDA’s offices. Support, advice and training in EIA to BAPEDALDA are also to be provided by the national Ministry of Environment (KLH).
The Projects
As of June 2008, BRR & BAPEDALDA have identified a total of 23 projects (17 from BRR’s list for 2009 and 6 from projects identified by provincial BAPEDALDA) that may require EIA in 2008/9 divided into 7 geographical clusters (plus 1 individual project) across Aceh. The projects fall into the following sectors:
- Regional Infrastructure (14 projects); and
- Water resources (9 Projects).
The project proponents are the provincial or district governments concerned. BRR has advised that since all APBN (State Budget Revenue & Expenditures) BRR projects shall be completed by end 2008, some of these upcoming projects will be managed under IREP or ADB, whilst others will transition to/ or are from the provincial or local government budgets (APBD), where support post BRR will be provided by Aceh Government Transformation Programme (AGTP).
Implementing Arrangements
The sub-programme is to be implemented by UNDP in partnership with the BRR Environment Team and executed under Letter of Agreement (LoA) by BAPEDALDA NAD (and SU) with support/ guidance/ training in cluster EIA from the Ministry of the Environment (KLH). The actual EIAs are to be tendered out on a cluster basis to independent environmental consultants under UNDP procurement procedures with representatives of BAPEDALDA/KLH on the evaluation panel.
Deberes y responsabilidades
The principal aim of the sub programme is to ensure that the EIAs are conducted in full compliance with the applicable regulations, principally, PreMenLH308/2005. A team of Environmental Advisers (EAs) is to be provided to assist BRR/ BAPEDALDA and financial/ technical support is to be given, through BAPEDALDA NAD, to:
- The Ministry of Environment (KLH) who will facilitate training/ capacity building in Cluster EIA to BAPEDALDA;
- BAPEDALDA North Sumatra; should the project list evolve to include projects in Nias;
- The AMDAL Commission;
- The Technical Team.
The mandate of UNDP includes the strengthening of existing governmental institutions to fulfil their role. Thus, the direct partner for the undertaking of EIAs is the BAPEDALDA. Funds will be allocated to them for scoping of projects, support to implementation, and overall project management. Given the nature and scale of the EIAs to be completed, and the limited capacity (technical and human resources) in BAPEDALDA, the funding for BAPEDALDA will support secondments as required from other provincial BAPEDALDA, and or, the national Ministry of Environment. The Ministry of Environment will also provide guidance and support for the overall implementation of the EIA, while the proponents and the local government (district BAPEDALDA) will provide monitoring and evaluation during the construction of the projects.
UNDP prepared tender documents for the EIAs will be drafted to contractually oblige the EIA consultants to interact with design consultants and provide outputs that can be directly incorporated in detailed design/ construction plans and as clauses that can be directly inserted in construction tender documents. Budgets to ensure implementation of Environmental Management Plans (EMPs or RKL/RPL) will also be provided by the EIA consultant to the design team. Furthermore, the EAs will provide an additional level (to those of the EIA consultant, BRR/local government and BAPEDALDA) of environmental monitoring at district level to ensure EIA requirements are implemented on the ground during construction.
Scope of work:
Under the management of the Environmental Management Advisor in Banda Aceh, the Finance Assistant, will:
1. Ensure the 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.
- Provide input to the programme work plan and strategies and elaboration of the content of Standard Operating Procedures in Finance in consultation with the direct supervisor and office management.
- Assist in communicating and delivering the overall financial management strategy, objectives and activities.
2. Provide accounting and administrative support to the Finance Unit focusing on achievement of the following results:
- Maintain proper financial control in accordance to UNDP regulations for all supporting documents related to payments obtained from government agencies, implementing partners and contractors.
- Prepare financial reports on activities supported by the programme, including activities undertaken by implementing partners/consultants.
- Prepare and submit request for payments to UNDP Jakarta.
- Monitor budget for the Sub-Programme and advise the supervisor of any discrepancies in the budget.
- Ensure that all financial activities, record, invoices or related done/sent by implementing partners/consultants are accurate and valid.
- Maintenance of the proper filing system for finance records and documents.
- Maintenance of all report on expenditures control system (project tracking) which ensures that all processed. disbursement, transactions etc are correctly tabulated and documented in the Atlas system; and other entitlements are duly processed.
- Support programme activities by providing input and recommendation for financial and budget plan.
- Maintenance of the Accounts Receivables for UNDP projects and deposits recording in Atlas in coordination with UNDP Jakarta.
- Manage day to day financial transaction and reporting.
- Coordinate with Sub-Programme staff to cover financial management and reporting; audit and financial monitoring and evaluation needs for the Sub-Programme and put forth appropriate recommendations & suggestions adhering to UNDP Guidelines for Implementing Partners.
- Assist the Project Staff with the evaluation of the Sub-Programme’s financial performance i.e. delivering individual outputs in relation to the requested advance and budget of activities.
3. Ensure a functioning financial management system focusing on achievement of the following results:
- Maintain project tracking and monitor budget expenditures submitted by implementing partners/ contractors.
- Cooperate with UNDP Jakarta in maintaining all financial data.
- Guide Administrative Assistant with the financial management aspects of the programme.
4. Ensure professional execution of Operations and Administrations duties that will include the following:
- Handling of petty cash for project staff and activities in NAD.
- Handling of fuel receipts (project vehicles only).
- Car and driver management (in coordination with the UNDP Banda Aceh office).
- Handling of utilities bills, phone, water, electricity etc.
- Travel arrangement in coordination with the UNDP Banda Aceh office.
- Maintenance of stationary supply.
- Maintain an active file of all personnel, consultants and subcontractors under the project;
- Maintain an updated inventory of all office supplies and equipment and prepare guidelines for the proper usage.
- Attend a weekly Environmental Advisory (EA) Team meeting via conference call to provide work status update and next steps;
- Other operation and administration duties as required.
Expected Results/Final Products/Deliverables:
- The key results have an impact on the execution of the Sub-Programme financial services management in terms of quality and accuracy of work completed. Accurate data entry and presentation of financial information and client-oriented approach enhances UNDP capability in use of financial resources and particularly in enhancing transparency and capacity of the Sub-Progamme implementing partners.
- The impact of the operation and administration duties is the smooth running of the Banda Aceh Sub-Programme activities.
- Monthly reports, each month covering: (1) Significant Achievements and Financial Summary; (2) Allocation of Consultant's Efforts; (3) Challenges and Recommendations; (4) Lessons Learnt; (5) Financial Assistant Comments; (6) Report Approval (by Environmental Management Advisor); and (7) Attachments. The attachments include: a log frame of the Sub-programme’s tasks, activities and output and associated costs; a time sheet and, if the Financial Assistant’s travels outside the duty station, a Return to Station report including any travel claims. This monthly report and its attachments must be submitted by the 5th day of the following month
Competencias
Corporate Responsibility & teamwork:
- Serves and promotes the vision, mission, values, and strategic goals of UNDP
- Plans, prioritizes, and delivers tasks on time
People Skills:
- Promotes a learning environment; facilitates the development of individual and team competencies
Partnering & Networking:
- Seeks and applies knowledge, information, and best practices from within and outside UNDP
- Assist to develop productive working relationships with Government within the context of the Sub-Programme activities
Results-Orientation:
- Ability to perform a variety of standard tasks related to administrative and financial aspects
- Good knowledge of financial rules and regulations
- Good knowledge of software applications
- Ability to provide input to coordination related activities
- Ability to write clearly and concisely in English.
Innovation & Judgment:
- Contributes creative, practical ideas and approaches to deal with challenging situations
- Pursues own personal and professional development
Communication:
- Demonstrates effective written and oral communication skills
Job Knowledge & Expertise:
- Executes day-to-day tasks systematically & efficiently
- Uses Information Technology effectively as a tool and resource
Habilidades y experiencia requeridas
- Minimum university degree or equivalent in accounting, financial or business management or economic discipline.
- Minimum 3 years of relevant finance experience is required at the national or international level. Experience in office administration.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet, database packages, and experience in handling financial record/system.Proven experience working within a dynamic international public organization.
- Demonstrated strong analytical and communication skills.
- Ability to work efficiently and independently under pressure, with strong delivery orientation.
- Familiarity of UNDP system, rules and procedures is an advantage.
- Fluent in Bahasa Indonesia language, spoken and written with excellent report writingskills.
- Strong reading and report writing skills in the English language. Fluency in English wouldbe an asset.
The Finance Assistant is recruited on behalf of the CPRU/BRR and will be based at the BAPEDALDA office, Banda Aceh. The Assistant is not based at the UNDP Office.