Finance Associate for TNC (for Indonesian Nationality only)

Location: Jakarta, INDONESIA
Application Deadline: 21-Sep-15
Type of Contract: Service Contract
Post Level: SC-6
Languages Required: English 
Duration of Initial Contract: Initially 6 (six) months with possible extension

“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.”

Indonesia signed the Climate Change Convention (UNFCCC, United Nations Framework Convention on Climate Change) in Rio in 1992, which was then ratified in 1994 through Law no. 6/1994. Under this framework, Indonesia, which is a non-Annex 1 country, is committed to fully implementing the convention. Under one of the requirements of the convention, Indonesia has to report its activities aimed at addressing the climate change to the UNFCCC through the National Communication on Climate Change.

The National Communication contains information on national circumstances, GHG inventory and projection, mitigation action plan (including related cost, expected funding and relevant policies), vulnerability and adaptation assessment (including action plan for adaptation, related costs, expected funding and relevant policies), institutional arrangement, and plan for improvement of future national communication.

This Enabling Activity project will assist Indonesia to prepare the 1st Biennial Update Report (BUR) and Third National Communication (TNC) to the UNFCCC. The objective is to cover the annual GHG Inventory for 2000-2012 for the BUR and 2000-2012 for the TNC, focusing on sectors/ gases that have significant shares of greenhouse gas (GHG) emissions and/or present a large degree of data uncertainty. The progress on the implementation of national mitigation actions and their effect on emission reduction will also be reported. Regional climate models and downscaled global models will be developed to reduce the uncertainties in vulnerability and adaptation assessments for different sectors. Indonesia’s description of national circumstances will be updated as well. Finally, the project will continue to build institutional capacity for implementing the Convention and to undertake activities related to climate change education and awareness.

This position is located primarily in the project and under the overall guidance of National Project Coordinator (NPC) in the PMU. The Finance Associate ensures effective execution of financial services and processes in TNC project and transparent utilization of financial resources. The Finance Associate promotes a client-oriented approach consistent with the prevailing rules and regulations. The Financial Associate will assist all Working Groups to support on the preparation budget and its implementation according to the work plans and ensures all funds are spent in line with approved work plans. Other key tasks include the reporting of expenses, preparing for audit, dealing with cash advance requests, and generally ensuring solid fiduciary management of the project.

Duties and Responsibilities

Functions / Key Results Expected
Summary of key functions:

    Implementation of operational strategies;
    Responsible for managing cash advance request including budget preparation and approval, liaise both with UNDP Country Office and external party to ensure timely cash disbursement and accurate recording of all cash advance requests;
    Responsible for accuracy of funding request and expenditures, completeness of documentation and availability of funding resources;
    Monitoring of cash advance settlement to ensure smooth operations of cash advance request.
    Manages petty cash to ensure adequate cash for day-to-day operations;
    Provide accounting and administrative support to Finance Officer and
    Facilitation of knowledge building and knowledge sharing.

1.    Ensures implementation of operational strategies, adapts processes and procedures focusing on achievement of the following results:

    Managing day to day operation of the projects’ finance affairs and its associated functions to ensure smooth running operation of the project’s finance aspects;
    Closely monitors the operation of the projects budget, maintains and updates the project accounts while ensuring that the budget is used in accordance with the approved Work Plans and budgets;
    Monitors projects expenditure (commitment and disbursement) based onproject records;
    Full compliance with the prevailing rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the effective internal control framework and
    Solid understanding on the Accounting Principles and Audit Procedures to ensure that all financial transactions will refer to the prevailing corporate guidelines.

2.    Manages cash advance request focusing on achievement of the following results:

    Cash advance request budget is reviewed and clarified before being approved by National Project Coordinator;
    Cash advance request is processed in a timely manner including liaise with UNDP Country Office and external party to solve any issues hindering the cash disbursement;
    Good coordination with administration and procurement staff to raise e-requisition and purchase order for cash advance request and
    Maintain monitoring system to ensure all cash advance requests submitted to finance is processed.

3.    Monitors cash advance settlement focusing on achievement of the following results:

    Cash advance settlement is submitted to country office within two weeks after the activity ends;
    Monitors cash advance settlement and raise early warning to avoid overdue outstanding settlement;
    Good quality of cash advance settlement by ensuring complete actual receipts and accurate calculations and
    Timely and accurate recording and reporting of total expense and unused funds.

4.    Manages petty cash to ensure adequate cash for day-to-day operations focusing on the following results:

    All petty cash claims are certified and correctly claimed with complete actual receipt;
    Petty cash is replenished in timely manner to ensure adequate cash for daily operations and
    Perform monthly cash count.

5.    Provides accounting and administrative support on achievement of the following results:

    Reviews sub-contractors invoices and supporting documentation to ensure that services provided;
    Proper control of the supporting documents for payments and financial reports for TNC project; preparation of all types of vouchers;
    Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded, travel claims, other entitlements are duly processed;
    Perform budget revisions for the project as required;
    Timely corrective actions as required and timely response to resolve financial data issues and
    Assist National Project Coordinator  with financial reporting and other tasks as required.

6.    Ensures facilitation of knowledge building and knowledge sharing in the project focusing on achievement of the following results:

    Organization of trainings for the operations/ projects staff on Finance.
    Synthesis of lessons learnt and best practices in Finance.
    Sound contributions to knowledge networks and communities of practice.


Core Competencies:

    Demonstrating/safeguarding ethics and integrity 
    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. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
    Informed and transparent decision making

Functional Competencies:      
Advocacy/Advancing A Policy-Oriented Agenda

Support the preparation of information for advocacy

    Identifies relevant information for advocacy for a variety of audiences

Results-Based Programme Development and Management
Contributing to results through provision of information

    Provides information and documentation on specific stages of projects/programme implementation
    Provides background information to identify opportunities for project development and helps drafting proposals

Building Strategic Partnerships
Maintaining information and databases

    Analyzes general information and selects materials in support of partnership building initiatives
    Maintains databases of donor information
    Tracks and reports on mobilized resources

Innovation and Marketing New Approaches
Implementing processes and uses products

    Documents and tracks innovative strategies/best practices/new approaches
    Responds positively to new approaches

Resource Mobilization
Providing information for resource mobilization strategies

    Maintains information/databases on potential and actual donors
    Maintains database of project files
    Provides data and information needed for preparation of project documents

Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis

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

Job Knowledge/Technical Expertise
Fundamental knowledge of processes, methods and procedures

    Understands the main processes and methods of work regarding to the position
    Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
    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
    Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments

Global Leadership and Advocacy for UNDP’s Goals
Research and analysis

    Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences

Client Orientation
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

Willingness to take Prince2 training and certification, RMG

Required Skills and Experience

Recruitment Qualifications

Bachelor Degree in Finance, Business or Public Administration. Specialized certification in Accounting and Finance would be desirable.


4 years of progressively responsible finance experience is required at the national or international level. 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.

Language Requirements:

    Fluency in written and spoken English is an absolute necessity;
    Fluency in written and spoken Bahasa Indonesia is required.

Other Requirements:   

    Demonstrated strong familiarity with UNDP development projects in Indonesia.
    Knowledge of and experience in supporting administration, finance and purchasing of humanitarian project will be highly desirable.
    Strong knowledge and solid experience in coordination of project management support are essential as well as ability to draft high quality correspondence on budget-related issues, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc
    Good inter-personal and team building skills.
    Full time availability for project management support duties is essential.
    Familiar with Government and UN/UNDP procedures would be desirable
    Advance computer skills required, knowledge of spreadsheet and database packages
    Experience in handling of web based management systems would be highly desirable.


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