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Finance Officer

Wednesday, August 11, 2010

ob # 101622
Job Title Finance Officer
Job Family Other
Location Jakarta, Indonesia
Appointment Local Hire
Job Posted 09-Aug-2010
Closing Date 29-Aug-2010
Language Requirements Bahasa (Indonesian) [Essential]; English [Essential]
Appointment Type

Background / General description
This local-hire position is for an initial period of 1-year Term appointment with the possibility of extension subject to individual performance, business need and available fund. If you wish to apply, please click "Apply" on the upper right of this page. You will be required to write a cover letter, attach your latest CV and provide at least 3 names with full contact details as your reference. Hard-copy and email application will not be considered. Phone queries will not be entertained. ===================================================== BACKGROUND Background 1. In response to the GOI’s request for coordination following the tsunami-and-earthquake disaster in Aceh and Nias in 2005 and subsequently following the earthquake and tsunami in Yogyakarta, Central and West Java in 2006, two trust funds have been set up with World Bank as Trustee – the Multi Donor Fund for Aceh and Nias (MDF) and the Java Reconstruction Fund (JRF) to support Indonesia’s recovery program. The contributions stand at approximately US $ 692 million for the MDF and $94 million for the JRF. 2. Each trust fund is governed by its individual Steering Committee consisting of Government, donors, trustee and civil society. Other key individuals, such as the United Nations Coordinator and a representative of the international NGO community, participate in the Steering Committee as development partners and to support coordination in the field. The Steering Committees meet on a regular basis to review and endorse proposals and discuss progress in recovery in the affected areas. Endorsement and other procedures are specified in the operation manuals. The Committees are co-chaired by designated representatives of the Government, the fund Trustee and the largest donor. The Trustee set up a Secretariat to support both the Steering Committees of the MDF and JRF and the Trustee in fulfilling the role of setting priorities, financing projects, monitor progress of implementation of the portfolios, and all aspects of operations that also include finance and administration, communications with relevant stakeholders and public at large as specified in the relevant operation manuals. Specifically, the trustee: a) Organizes technical evaluations of proposals on behalf of the MDF, with participation by Government, interested donors and representatives of civil society ; b) Handles financial management of the MDF including the provision of regular reports to the donor community and the public at large; c) Ensures that the World Bank's rules and procedures (or acceptable ones of other multilateral institutions designated by the Steering Committee) for procurement, disbursement, legal agreements, anti-corruption action planning, and social environmenta1 safeguards are properly applied; d) Coordinates the dissemination of information to all MDF stakeholders. e) Arranges supervision of implementation, again with the participation of the Government, interested donors and representatives of civil society; and f) Assess the effectiveness of individual investments in achieving their objectives and the monitoring of the overall MDF portfolio. Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year renewable term appointment.
Duties and Accountabilities
# SCOPE OF WORK The Finance Officer (FO) will plan, enhance and implement financial management systems for budgeting, tracking and monitoring of all aspects of the finances of the MDF and JRF operations and the portfolio. The FO is expected to coordinate closely with team members of the Secretariat in Jakarta, Aceh and Yogyakarta – specially, the ME Officers and Operation Officers in Jakarta, Aceh and Yogyakarta. The FO will report to the Deputy Program Manager in Jakarta on all (operational) aspects of his/her work program and work under the overall guidance of the Program Manager. The FO’s responsibilities for the MDF and JRF programs include the following, a) Financial management of the portfolio and operations of the two programs: Prepare and use appropriate financial reporting system that 1) complies with legal requirements with contributing donors (Administration Agreements) and grantees or executing agencies (GoI line ministries and Partner Agencies World Bank, UNDP and others) ; and 2) meets the reporting needs of the programs.
# Collate data required to prepare financial reports from SAP, project team leaders of World Bank and other non Bank Partner Agency (UNDP, ILO and WFP) project teams and other relevant sources.
# In consultation with team leaders, ensure that costs are charged to the appropriate charge codes by creating a monitoring system. Cash management of the MDF, including monitoring the cash status of the Fund to ensure that it has sufficient funds for its operations. This includes liaising with donors and ACCTF to request payments from donors and monitoring the disbursement process to ensure funds are transferred to projects and preparing regular cash forecasts.
# Develop and update the budgets, as needed; monitor and track budget and expenditures; and develop systems to advise program manager on program administration finances
# Support accounting, legal and other units in engaging with external and internal auditors of the programs. b) Support Secretariat review of project documents and other documentation prepared for the Steering Committee and the Trustee
# Review and comment on financial section of project documents (eg project concept notes, project appraisal documents, inception reports, ISR, ICRs, MTRs and other relevant documents), including submissions to the Steering and Technical Review Committees
# Ensure project finances submitted by the project teams to the Secretariat are in Iine with Steering Committee approvals
# Support the preparation of financial information of the projects and portfolio in briefing notes, presentation and all communication materials prepared by the teams c) Coordinate and track the preparation of new and amendments to legal agreements with contributors, grant and partner agency agreements, with Bank Country Office and other legal, accounting and relevant units d) Administration activities of the MDF, including:
# Review the monthly expense reports prepared by the Team Assistant, for both Secretariat administration and project appraisal and supervision costs. Ensure that these are distributed regularly to related unit in Jakarta as well as in Headquarter.
# Regularly monitor the record keeping progress of the Team Assistants to ensure compliance with the relevant record keeping rules of the Bank. This includes regularly checking SAP records, IRIS records and hard copy files. This includes the creation of Child Trust Funds, creation of project codes, and maintenance of milestones.
# Regularly monitor Aceh operation monthly financial report to ensure it doesn’t exceed budget allocation for Aceh office in close coordination with Deputy Manager, Aceh and Nias. e) Compliance with relevant polices of the World Bank and the Multi Donor Fund:
# Ensure that the activities of the MDF are in compliance with the Operations Manual of the programs and World Bank procedures
# Conduct research on relevant trust fund policies, including procurement, financial management and disbursement and apply policies, and seek advice from central units, where required
# Provide assistance and training to team assistants of the Secretariat and other project teams on financial matters relating to the MDF. f) Communicate financial information to stakeholders relating to the program contributors and government regarding contributions, disbursements, spending, projects and program procedures on financial matters
# Write the financial chapters of the the semi-annual progress reports and annual public reports;
# Prepare the Quarterly Financial Report.
# Write other communications materials, as required.
Selection Criteria
MINIMUM REQUIREMENT - Master Degree (S2) in a related discipline or Chartered Accountant/CPA - Minimum 6 (six) years of relevant experience in financial management and administration - Fluent in both written and spoken English - Initiative and ability to work independently - Ability to work in a multi-cultural and large team environment - Strong inter-personal skills - Knowledge in the World Bank Operations and Procedures is an advantage
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