Job: Technical Officer Finance & Budget

Location: Jakarta
Deadline: Tuesday, 19 November 2013

TECHNICAL OFFICER - TRUST & PROJECT FUNDS FINANCE & BUDGET DIVISION

Background:

The Association of Southeast Asian Nations (ASEAN) Secretariat is the nerve centre ofASEAN, a regional inter-governmental organisation founded in 1967, to promote peace andstability, sustained economic growth, shared prosperity and social progress. It comprisesthe ten countries of Southeast Asia.The entry into force of the ASEAN Charter on 15 December 2008 had provided newimpetus to ASEAN's integration efforts by establishing a legal and institutional frameworkrequired to achieve the ASEAN Community by 2015. This includes the newly approvedorganisational structure of the ASEAN Secretariat (ASEC) that is aligned to therequirements of the Charter and the three Blueprints of the ASEAN Political-SecurityCommunity (APSC), the ASEAN Economic Community (AEC), and the ASEAN Socio-CulturalCommunity (ASCC). The ASEAN Secretariat is therefore well positioned to provide thenecessary functions required to effectively support the community building process underthe Charter and the Blueprints.Currently the ASEC is looking for a qualified candidate to fill the position of TechnicalOfficer – Trust & Project Funds, who will work under the Finance & Budget Division,Corporate Affairs Directorate, ASEAN Community and Corporate Affairs Department. ThisDivision is responsible to manage ASEAN Secretariat's budget and financial matters,including treasury services, accounting and reporting, in accordance with sound financialmanagement practices, which are acceptable to the ASEAN Member States and theinternational communities, and meeting the auditing standards.

Duties and Responsibilities:

The duties will cover, but not be limited to the following:

1. Coordinate financial and reporting functions of Trust & Project Funds section

• Maintain proper Trust and Project Funds administration to enable timely responsesfor financial reporting
• Supervise accountants in charge of Trust and Project Funds and coordinate with theProject Team and/or Partners to ensure timeliness of financial deliverables.
• Communicate monthly financial reports to Desk Officers, Dialogue Partners, andother users.
• Coordinate preparation of monthly & yearly financial reports for all Trust & ProjectFunds
• Prepare financial reports on specific funding to ASEAN Dialogue Partners, Donors,and other users in compliance with the standards as pre-determined by the termsand conditions of the funds.
• Coordination the preparation of monthly bank reconciliations (± 80 bank accounts).
• Manage cash flow for Trust and Project Funds for effective bank accountmanagement

2. Monitor the budget utilization of Trust & Project Funds

• Monitor the expenses and budget of the funds.
• Maintain a complete record of all pertinent documents of each fund and coordinatewith other Finance and Budget Division Staff, and Project Team to ensure that thefinancial implementation adhere all aspects of the funding agreements.
• Coordinate with Dialogue Partners, Project Proponents and Project Team to clarifyfinancial issues, respond queries, and update financial status of the funds.
• Review and verify expenditures of funds to ensure adherence to budgetary andfunding requirements.
• Review the financial reports submitted by the Project Proponents and collect anyunused funds
• Monitor the collection and incoming of funds, and provide the information to ProjectTeam.
• Facilitate the project closures in accordance to the AFRP
• Enhance accountability requirements by enhancing implementation of proceduresapplied to Project Proponent for accountability and reporting requirements
• Ensure timeliness of reporting and implementation of ASEAN Secretariat accountingstandards based on IPSAS

3. Budget Proposals

• Review contracts for approved proposals for financial deliverables.
• Ensure the availability of fund and adequate financial requirements, as per ASEAN,Dialogue Partners and Donors regulations, are cited in the contracts.

4. Others

• Liaise with the bank for placement of the funds.
• Liaise with the external auditor for annual financial audit and internal auditor foroperation audit.
• Contribute to the development and improvement of existing Financial andAdministration policies, systems and practices for efficiency of financial operation
• Perform other financial related tasks assigned from time to time by Senior Officer,the Head of Finance & Budget Division, or other higher authority.

Qualifications and Experience:

• Bachelor degree in Accounting or related field or discipline with minimum five (5)years of relevant experience at the supervisory position.
• Experience in financial and accounting services.
• Experience in project or cost accounting.
• Experience with financial software applications, familiarity with Sun Systems andVision XL is an advantage.
• Familiarity with project and donor reporting is an advantage.
• Demonstrated technical skills and knowledge in the relevant area and ability to acquirethem.
• Demonstrated ability to plan and organise tasks and work flows, with proven ability foraccuracy under pressure and adherence to deadlines.
• Demonstrated ability to develop and maintain sound working relationships withstakeholders.
• Demonstrated commitment to collaborative work practices.
• Demonstrated sound oral and written communication skills and sound interpersonalskills, including experience in cross-cultural environment and international settings.Proven skills in problem solving in a complex organisational environment and in workplanning.
• Ability to multi-task, work long and irregular hours, perform tasks outside the usual jobscope, and willingness to travel frequently on short notice.
• Good command of English, written and spoken.
• Competency in computer skills with adequate knowledge of Microsoft Office andOutlook where relevant to the position.
• Remuneration and Benefits:Successful candidate will be offered the post with a probation period of six months andmonthly salary commensurate with his/her personal qualifications starting from IDR5,000,000.
• There are other applicable benefits which include monthly transportationallowance, outpatient medical reimbursement, hospitalisation insurance, and an annualbonus of a month's basic salary.
• Upon completion of the probationary period, the candidatewill be confirmed on an initial up to three-year contract, inclusive of the six-monthprobationary period.

How to apply:

Send your application to asean.hr@asean.org highlighting your suitability and potentialcontribution to the position together with a detailed CV, including a recent passport-sizedphotograph and certified true copies of educational certificates obtained, and completed

Employment Application Form, which can be downloaded at www.asean.org.Please indicate on the subject heading: Application for Technical Officer – Trust &Project Funds.Application papers should reach the ASEAN Secretariat by 19 November 2013.The Selection Committee's decision is final and only short-listed candidates will be notified.Incomplete applications will not be considered.

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