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Finance and Administrative Assistant (National), Banda Aceh

Monday, February 16, 2009

FINANCE AND ADMINISTRATIVE ASSISTANT (NATIONAL)

Location : Banda Aceh,, INDONESIA
Application Deadline : 22-Feb-09
Type of Contract : Service Contract
Languages Required :
English
Duration of Initial Contract : 6 months with possibility of extension


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

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 Nanggroe Aceh Darussalam (NAD) with the oversight of the National Government.

The incumbent, reporting directly to the National Project Manager (NPM), will be responsible to provide overall administrative and financial support on project implementation. Under direct supervision of his/her supervisor the incumbent will assume responsibility for project daily operations and support and ensure that project financial and administrative management systems and procedures are established within the Project Management Unit Office (PMU), day-to day-operations are undertaken properly and in compliance with UNDP standards and meet with the project?s expected outputs.



II. Functions / Key Results Expected

PLANNING AND IMPLEMENTATION

  1. Assist the NPM in managing day-to-day project financial, administrative and operational issues to support project implementation and operations;
  2. Responsible for obtaining, reviewing, recording in ATLAS, and submitting financial reports correctly and in a timely manner;
  3. Assist the NPM in ensuring that project advance requests are processed effectively upon satisfactory submission of financial reports from the previous quarter;
  4. Responsible for establishing and maintaining a systematic filing system and recording of key project documents (in hard copy and soft copy) and ensuring that they are accessible and in line with audit requirements;
  5. Liaise with UNDP?s Operations Centre on human resources, financial, procurement, logistical and administration matters;
  6. Establish administrative systems and procedures are consistent with UNDP?s national implementation modality, in the form of a manual, for the guidance of project staff, consultants and subcontractors;
  7. Maintain an active file of all personnel, consultants and subcontractors under the project;
  8. Assist the National Project Manager in organizing joint planning meetings involving the Provincial Government, TDMRC-UNSYIAH, UNDP and other relevant parties to develop an annual work plan and a corresponding budget plan;
  9. Prepare and consolidate the travel and procurement plans for the project in accordance with UNDP guidelines;
  10. Responsible to ensure that housekeeping (cleaning, maintaining stationery, logistics, office supplies and other facilities) is undertaken properly and responsive to the needs of project implementation process;
  11. Maintain an updated inventory of all supplies and equipment and prepare guidelines for the proper use and maintenance of office equipment and properties including vehicles;
  12. Make arrangements for the logistical requirements for training, workshops, events and other project activities.

MONITORING AND EVALUATION

  • Cooperate with the Project Staff in the evaluation of project financial performance in delivering individual outputs in relation to the requested advance and budget for activities;

REPORTING

  • Assist the NPM in developing financial quarterly reports and plans that include expenditure plans based on the agreed annual work plan.

III. Impact of Results

  1. Project administration, financial and operational activities are undertaken properly and in compliance with UNDP and donor requirements and standards according to an agreed schedule.
  2. Project administration, financial, operations and procedures are established and in line with UNDP?s National Implementation modality



IV. Competencies

Corporate Competencies

  1. Demonstrates commitment to UNDP?s mission, vision and values.
  2. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies

  1. Strong accounting competency with experience in results based management and results oriented approach to project financial and administrative implementation
  2. Excellent written communication skills, with analytical capacity and ability to synthesize project financial delivery and relevant findings for the preparation of quality project financial reports.
  3. Demonstrated knowledge and hands-on experience in project financial management.
  4. Maturity and confidence in dealing with senior and high ranking members of national and local institutions, government and non-government.
  5. Competent in administering project financial management and ensuring all parties are well informed regarding financial matters, focuses on result for the client and responds positively to feedback.
  6. Consistently approaches work with energy and a positive, constructive attitude, always in control even under pressure.


V. Recruitment Qualifications

Education:

  • Minimum Diploma 3, Diploma 2 or Bachelor Degree or equivalent in Accounting, Management, Secretary and related fields.

Experience:

  • Evident of at least Minimum 4 years (for Diploma 3), 5 years (for Diploma 2), 3 years (for Bachelor Degree) of relevant experience at the national or provincial level in project financial management

Language Requirements:

1. Proficiency in English language, spoken and written is essential.
2. Native speaker of Indonesian and understanding of Acehnese is an advantage.


Other Requirements:

1. Demonstrated knowledge and experience in development project and financial and administrative management
2. Experience in design, monitoring and evaluation of project financial management.
3. Demonstrated knowledge and experience in Project financial Audit is preferable.
4. Familiarity of UN systems and/or the UNDP system, rules and procedures is not a requirement but will be an advantage. 5. Experience in the usage of computers and office software packages and Internet.


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




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