Project finance associate

Background

UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. UNDP Indonesia aims to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. There are 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.

The project “Making Aceh Safer Through Disaster Risk Reduction in Development” (DRR-A) is a joint Government of Indonesia – UNDP project, prepared to support Aceh’s Provincial & District governments in their efforts of reducing disaster risk in the area. DRR – A is designed to make disaster risk reduction a normal part of the local level development process, established in core functions of Aceh’s local government and their public and private partners especially in Aceh’s local communities where the most effective and direct actions can be taken to reduce physical, economic, and social vulnerability to disasters.

The project is aimed to produce four key outputs:

- Output 1: Institutional arrangement and enabling environment established to facilitate participatory and concerted implementation of DRR measures
- Output 2: Demonstration of gender sensitive projects implemented in selected locations to test and improve measures for reducing risk from natural disasters
- Output 3: TDMRC-UNSYIAH strengthened to provide science-based information, service and knowledge assistance to the local government and other DRR proponents in implementing their DRR activities.
- Output 4: DRR public awareness programmes implemented to promote a gender sensitive “Culture of Safety” among the people and institutions of Aceh

This project will be implemented by the Provincial Government of Aceh with the oversight of the National Government.

The incumbent, reporting directly to the National Project Manager (NPM), will be responsible for providing leadership in execution of financial substance in DRR-A project ensuring effective and transparent utilization of financial resources. The finance Associate will promotes a client-oriented approach consistent with UNDP rules and regulation

The Finance Associate supervises and leads the support staffs of the finance and admin of the DRR-A project. The Finance Associate works in close collaboration with operation , program and project team in SO and UNDP CO staffs for resolving complex finance-related issues and information delivery

Duties and responsibilities

Summary of Key Functions :

- Administration and implementation of operational strategies
- Administration of budgets and cost-recovery system
- Accounting and administrative support
- Facilitation of knowledge building and knowledge sharing

1. Ensures administration and implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:

- Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
- Project Finance business processes mapping and elaboration of the content of internal Standard Operating
- Procedures in Finance in consultation with office management.

2. Ensures administration of budgets and functioning of the optimal cost-recovery system focusing on achievement of the following results:

- Preparation and modifications of budgets for DRR-A project and UN Common Services in the SO area
- Implementation of the control mechanism for development projects through initiating or monitoring budgets preparation and modifications, budgetary status versus budget plan.
- Presentation of thoroughly researched information for planning of financial resources of the DRR-A project, reports containing analysis of the financial situation.

3. Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:

- Provides support in development of mechanisms, process and formats to ensure proper financial monitoring of project implementation by contractors and partners.
- Liaises with project officers to ensure appropriate budget management and expenditure control.
- Undertakes monitoring and reviews of financial reports from implementing agents against agreed project budgets, verifying accuracy and completeness of financial information, checking validity of expenditures and troubleshooting where necessary.
- Provides advice and technical assistance to implementing partners and contractors on measures necessary to enhance their project financial management in line with UNDP rules and procedures
- .Assist in ensuring that the overall uses of LINDP project resources are conducted in accordance with LINDP policies, procedures and rules.
- Facilitated PIC of project and implementing partner understanding and implementing UNDP guidelines.
- Facilitated PIC of project to ensure appropriate budget management and expenditure control.
- Conducted field visit to site of project/office to get more data and information.
- Reviewed the financial report of implementing partner to ensure the expenditures are base on agreed budget.
- Verified accuracy, completeness and validity of implementing partner expenditures.
- Provide advice to the implementing partner to solve their financial and non financial problem.
- Prepare review notes on financial report submitted by implementing agencies
- Prepared the review notes on financial report submitted by implementing partner base on field visit, data/information available, and supporting document provided.
- Support the project to review and /or to make the budget for the new agreements
- Provide advice and technical assistance to implementing partner and contractor to enhance their project financial management in line with UNDP rules and procedures.
- Assist the UNDP project resource to implement the UNDP policies, procedures and rules.
- Assisted the tasks from the supervisor , head of component and coordinator

4. Ensures facilitation of knowledge building and knowledge sharing in the project focusing on achievement of the following results:

- Organization of trainings for the projects/partners staff on Finance.
- Synthesis of lessons learnt and best practices in Finance.
- Sound contributions to knowledge networks and communities of practice

Impact of results

The key results have a direct impact on the overall efficiency and effectiveness DRR-A UNDP projects management. The Monitoring and Evaluation activity is undertaken properly and in compliance with UNDP, donor requirements and government of Indonesia and standards per the agreed schedule, project implementation and processes are undertaken in a transparent and accountable way, in line with UNDP, Government of Indonesia and donor policies and procedures.

Competencies

- Tracks and reports on mobilized resources
- Researches best practices and poses new, more effective ways of doing things
- Identifies and communicates opportunities to promote learning and knowledge sharing
- Understands the main processes and methods of work regarding to the position
- Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (specialized knowledge related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, reporting).
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
- Documents ‘best practices’ in organizational change and development within and outside the UN system
- Demonstrates ability to identify problems and proposes solutions
- Uses information/databases/other management systems
- Makes recommendations related to work procedures and implementation of management systems
- Reports to internal and external clients in a timely and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Responds to client needs promptly
- Maintains databases

Core Competencies:

- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control
- Managing conflict
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making

Required skills and experience

Education:

- Bachelor Degree in Accounting and Finance, Business or public Administration would be desirable.

Experience:

- 4 years of progressively responsible finance experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

- Proficiency in English language, spoken and written is essential. Capable to make presentations, provide training, etc;
- Native speaker of Indonesian and understanding of Acehnese is an advantage.