Job: 41423 BUDGET MANAGEMENT ASSOCIATE (FOR INDONESIAN NATIONALITY ONLY)

Location : Jakarta, INDONESIA

Application Deadline : 12-Nov-13

Additional Category Environment and Energy

Type of Contract : Service Contract

Post Level : SC-6

Languages Required : English

Duration of Initial Contract : 12 Months

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, UNDP offers global perspective and local insight to help empower lives and build resilient nations.'

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.'

Under the supervision of the Programme Manager for Renewable Energy & Energy Efficiency,, the Budget Management Associate supports management of the UNDP Renewable Energy & Energy Efficiency portfolio. The main role of the Associate is to support delivery of the programme/ projects by entering and managing project data in UNDP's corporate systems and by providing daily technical/financial support to programme/project implementation consistent with UNDP rules and regulations.

The incumbent will also conduct project quality assurance, and deal with relevant operational issues including support to regular monitoring.

The Budget Management Associate may supervise clerical and support staff. The Associate works in close collaboration with the project team, operations units, and programme staff in the CO to resolve complex finance-related issues and to ensure adequate exchange of information.

Duties and Responsibilities

1. Provides effective support to management of the budget and financial management of the projects within the cluster assigned focusing on the achievement of the following results:

a. Effective support to the Technical/ Project Officer in putting together background information to assist in drafting project documents, work plans, budgets, proposals, etc.;

b. Effective support to the management, accounting and administration of budgets for the CO programme in general and for specific projects; c. Timely creation of a project in Atlas, well prepared budget revisions and timely submission to Finance Resource Management Unit(FRMU), revised project award and project status, timely data collection to support project monitoring, including the delivery of project outputs against resources utilized; determination of unutilized funds, proper operational and financial close of projects.d. Provision of financial administrative support to regularly update the project management module in UNDP's enterprise resource planning system (‘Atlas'). This data helps UNDP to report on its Country Programme Action Plan and contribution to the UN Partnership Development Framework (UNPDF) with Indonesia;e. Updated database of active development partners, donors and private sector actors in the field of Renewable Energy & Energy Efficiency in Indonesia.f. Provision of finance related guidance to the executing agencies on routine implementation of projects.g. Presentation of information for audit of NIM projects, supports implementation of audit recommendations.

2. Provides effective accounting and administrative support to the portfolio in general and to specific projects within the cluster assigned focusing on achievement of the following results:

a. Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas.

b. Timely and accurate support for the portfolio in general and to specific projects within the cluster assigned in creating voucher, issuing requisition, budget checking and receipting in Atlas. c. Effective and timely monitoring of the Accounts Receivables for UNDP projects and follow-up with partners on contributionsd. Provision of administrative support for presentation of the project to the Project Appraisal Committee. Assistance with the finalization of the donor contribution agreement; e. Provision of financial administrative support for regular project board sessions to review progress against deliverables and targets;f. Provision of financial management support for regular project assurance monitoring (IPAR), active role in discussions to identify project operational and financial problems, development of solutions;g. Effective and timely Monitoring of NIM projects FACE Form, Financial Report and the supporting document from implementing partner against agreed annual work plan3. Supports resource mobilization focusing on achievement of the following results:

a. Structured documentation of all information and communication with donors related with financial, budget, relevant work plans

b. Proper management and administration of budgets, regular monitoring for the mobilized resources within the assigned cluster and regular financial monitoring/spot check exercise to implementing partner and or responsible partyc. Timely review of contributions agreement, and accurate account to record contributiond. Preparation of financial reports for donors according to donor's requirements and schedule of reporting.e. Provision of advice and updated review on the overall budgetary and financial situation of development projects, including resource mobilization and expenditures status and performance vis-à-vis targets.

4. Supports knowledge building and knowledge sharing focusing on achievement of the following results:

a. Organization of trainings for the operations/ projects staff within the unit b. Synthesis and documentation of lessons learned and best practices in project support management c. Contributions to knowledge networks and communities of practice.

All ATLAS related function performed by incumbent should be done in line with segregation of duties under prevailing Internal Control Framework

Competencies

Functional Competencies:

Building Partnerships

Level 1.1: Maintaining information and databases

- Tracks and reports on mobilized resources

Promoting Organizational Learning And Knowledge Sharing

Level 1.1: Basic research and analysis

- Researches best practices and poses new, more effective ways of doing things

• Identifies and communicates opportunities to promote learning and knowledge sharing

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

- 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

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

• Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

- Uses information/databases/other management systems

• Makes recommendations related to work procedures and implementation of management systems

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

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information

- 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.
• Informed and transparent decision making
  Required Skills and Experience
  Education:* Bachelor degree in Accounting Financ or Business, Public Administration, Economics, especially those with specialized certification in Accounting and Finance or other relevant fields would be desirable, but it is not a requirement
  Experience:* Minimum 4 years of relevant professional experience in financial management, preferably in the field of development for candidates with Bachelor Degree and 6 years for candidates with Diploma Degree
  Language Requirements: Fluency in English and Bahasa Indonesia
  Other Requirements: 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.
  APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P-11
  UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. Female candidates are strongly encouraged to apply . All applications will be treated with the strictest confidence.
  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 Position No. 00084946
  UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
  
  
  More Info and Application