Background:
UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, we offer global perspective and local insight to help empower lives and build resilient nations. I. Organizational Context This is a position with the United Nations Office on Drugs and Crime Project Office in Semarang, Central Java. Under the guidance and supervision of the Project Coordinator, the Administrative and Finance Associate provides support to administrative as well as financial services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery.
The Administrative and Finance Associate works in close collaboration with the IDNT80 team in Semarang and Jakarta Office as well as in the UNODC Regional Centre for Asia and Pacific based in Bangkok and other UN agencies staff to exchange information and ensure consistent service delivery.
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Description of Responsibilities :
II. Functions / Key Results Expected Summary of Key Functions: - Implementation of operational strategies
- Provision of administrative and financial support
- Provision of accounting and UNODC cash management for the project
- Provision of support to office maintenance and inventory management
- Support to effective and efficient functioning of the unit
- Support to knowledge building and knowledge sharing
1. Ensures implementation of operational strategies, focusing on achievement of the following results: - Full compliance of administrative activities with UNODC/UNDP rules, regulations, policies and strategies.
- Provision of inputs to preparation of administrative team results-oriented workplans.
2. Provides administrative and financial support, focusing on achievement of the following results: - Provision of assistance for Project Coordinator in day-to-day project activities
- Administrative support to organization of meetings, workshops, and trainings (including the agenda, arrangement of the venue and providing supporting documents).
- Provision of assistance in organising, in cooperation with Government counterparts, seminars and conferences admission related to the UNODC project.
- Arrangement of official travel, including preparing travel arrangement for training participants and assist in compiling travel expense reports.
- Preparation of Travel Obligations (TOs) and Purchase Obligations (Pos) for travel and event activities, including collection of information for DSA, travel agencies, visa request, identity cards and other administrative support.
- Maintenance of computer-based correspondence and financial records and filing system in line with the filing system used by UNODC/UNDP.
- Maintenance of routine office management and administration including maintenance of office records, documents, all incoming and outgoing project correspondences and communications. Establishment and maintenance of a coherent filling system for the project as a whole and an up-to-date list of contact addresses and other record systems where necessary.
- Support to protocol matters, registration of staff, coordination with local authority on space and other administrative matter
- Provision of other assistances as assigned by Project Manager and the RC Representative, or his designee
3. Provides support to accounting and UNODC cash management for the project, focusing on achievement of the following results: - Maintenance of financial records (principally records of budgets and expenditures), assists in financial monitoring and reporting of project activities which have to be recorded in the Profi.
- Preparation of inputs to the process of preparing project budget revisions, as appropriate, and on a timely basis in order to ensure smooth flow of allotments from UNODC HQ.
- Preparation of annual financial report for submission to donor (EU) in coordination and certification of HQ.
- Preparation of monitor to all expenditure incurred. Generates monthly expenditure report statement in respect of project expenditures and ensures timely and accurate submission of financial reports to UNODC.
- Maintenance of the internal expenditures control system which ensures that payments (invoices) processed are matched and completed, transactions are correctly recorded and posted in Field Office Management Ledger (FOML); travel claims and other entitlements are duly processed.
- Management of cash receipt.
- Maintenance of the proper filling system for finance records and documents.
- Initiation of bank transfers and deals in FOML
4. Provides support to office maintenance and inventory management, focusing on achievement of the following results: - Maintenance all office supplies & inventory of equipment related to project
- Maintenance of inventory records.
- Maintenance of files and records relevant to office maintenance.
5. Provides support to effective and efficient functioning of the organization, focusing on achievement of the following results: Contacts with visitors and staff, arrangement of appointments and meetings
Provision of efficient general information services 6. Provides support to 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.
- Contributions to knowledge networks and communities of practice.
III. Impact of Results The key results have an impact on the overall execution of the project financial services and success in implementation of operational strategies. |
Competencies :
IV. Competencies and Critical Success Factors Functional Competencies Building Partnership Level 1.1 : Maintaining information and database - Tracks and reports on mobilized resources
Promoting Organizational Learning and Knowledge Sharing
Level 1.1 : Basic research and analysis - Researches best practices and posses new, more effective ways of doing things
- Identifies and communicates opportunities to promote learning and knowledge sharing
- Document innovative strategies and new approaches
Job Knowledge/Technical Expertise Level 1.1 : Fundamental knowledge of processes, methods and procedures - Understands the main processes and methods of work regarding the position
- Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work task (specialized knowledge related to administration and financial resource management including formulating budget, budget revision, budget amendment, maintaining accounts receivables and account payables, making financial report to headquarter and European Union as the donor of the project
- Possesses good knowledge on European Union project
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrate good knowledge of information technology and applies it in work assignment\
Promoting Organizational Change and Development
Level 1.1 : Presentation of information on best practices in organizational change
- Documents “best practices” in organizational change and development within and outside the UN system particularly UNODC system
- Demonstrates ability to identify problems and proposes solutions
Design and implementation of Management System
Level 1.1 : Data gathering and implementation of management systems - Uses information/databases/other management systems
- Make recommendations related to work procedures and implementation of management systems
- Provides input to the development of simple accounting system
Client Orientation
Level 1.1 : Maintains effective client relationships - 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
- Establishes, builds and sustains effective relationships with the work unit and with internal and external system
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information - Gather and disseminate information on best practice in accountability and results based management system
- Prepares timely report to headquarter and EU as the donor
Core Competencies : - Demonstrates corporate knowledge and sound judgment
- Demonstrate ethics and integrity
- 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.
- Informed and transparent decision making
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| Qualifications :
V. Recruitment Qualifications Education: - University Degree in Business or Public Administration or Accounting desirable, but it is not a requirement.
Experience: - At least 4 years of work experience in administration or project/programme support service (admin, procurement, finance and HR support). Work experience with EU financing requirements is highly desirable. Experience in the usage of computers and office software packages (MS Word, Excel)
Language Requirements: - Fluent verbal and written English and Bahasa Indonesian
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. ATLAS No: 00069417 |
