Resource Management Associate
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Location:
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Salary:$264,405 - $396,606 / YEAR
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Job type:FULL_TIME
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Posted:1 week ago
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Category:
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Deadline:09/05/2024
JOB DESCRIPTION
Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.
UNDP Indonesia has a complex and challenging Country Programme covering a wide range of environment related issues, including climate change mitigation and adaptation, environmental governance and natural resource management, pollution, protecting biodiversity, renewable energies and waste management. The Programme also pursues linkages with other projects and programmes addressing issues such as disaster risk reduction, poverty eradication and inequalities under the framework of Sustainable Development Goals.
The UNSDCF and UNDP Country Programme Document (CPD) are designed in full alignment with the 2030 agenda, The strategic priorities of UNDP Indonesia for the next five-years are encapsulated under four outcome areas: 1) Inclusive Human Development; 2) Economic Transformation, 3) Resilience to Climate Change and Disasters, and 4) Innovations for accelerating the achievement of the SDGs.
Within the Indonesia Country Office (CO), the Operations Team provides programme with backbone support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and CO transactions support. The team further provides demand-driven Common services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel on areas such as protocol, visa facilitation, travel, and others.
Within the Country Office (CO), the Programme team has a responsibility of developing, providing oversight, and ensuring adherence to the quality standards of UNDP’s projects and programmes in full alignment with the priorities set out in the CPD and UNSDCF. Programme staff provide high level advice on programming, technical issues covered under the CPD, advocate for UNDP Corporate messages and engage partners including governments, private sector, development partners, civil society organizations, UNDP corporate bodies including regional and Headquarters to coordinate and catalyze knowledge, lessons learning and partnerships to design effective and innovative programmes. Programme team further oversees effective implementation of the country programme and its outcomes and strategic direction of UNDP, contribution to UN cooperation framework. The team further ensures that quality principles as per the UNDP policies and guidelines are adhered to during the entire cycle of programming and across management of portfolios. Strategic partnerships support resource mobilization and identify strategic programme areas of cooperation for new initiatives, including joint programming opportunities. Programme team is responsible to maintain effective partnerships with relevant development partners and government, UN Agencies, IFIs, government institutions, bilateral and multilateral donors, private sector, and civil society in the designated support areas. The CO also comprises of the Management Performance and Oversight team that provides strategic guidance entrusted with the corporate alignment, programme finance management, and quality assurance. It works closely with programme teams in target-setting, and results monitoring/reporting.
The strategic communications team provides knowledge management and communication support to all programme interventions.
Under the direct supervision of the Resource Management Analyst, and the overall guidance of the Programme Specialist (MPO), the Resource Management Associate provides support and guidance in the effective execution of programme financial and resource management oversight, and compliance activities to ensuring effective and transparent utilization of financial resources and the integrity of financial services.
The Resource Management Associate promotes a client-oriented and results-focused approach consistent with UNDP rules and regulations and works in close cooperation with Management, Programme, Operations and other Teams within the Multi-Country Office, Regional Hub and Regional Bureau and various HQ units. The Resource Management Associate works in close collaboration with the Programme and Operations, and project teams to resolve complex programme financial management related issues, reporting requirements, and meet other corporate standards.
To be successful in this role, the Resource Management Associate should have a strong programme and finance management background, sufficient knowledge of enterprise risk management, and analytical skills. S/he should have strong interpersonal and communication skills and be able to work under pressure on multiple tasks.
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Duties and Responsibilities
Ensure and support the implementation of programme finance and resource oversight and management strategies, processes, and policies.
- Ensure the implementation of programme finance mechanisms and tools across all programmes and projects.
- Full compliance with UN/UNDP rules, regulations, and policies of financial activities, financial recording/reporting system and follow-up on audit recommendations; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system.
- Provide advisory support and communicate with project, programme, and operations personnel in the area of financial resource management, and liaise with relevant HQ, GSSC units.
- CO Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management.
- Implementation of cost sharing and trust fund agreements,
- Elaboration of conditions of contributions within the CO resource mobilization efforts.
- Contribute to joint UN planning and reporting processes, as required.
Provide support to CO programme management and ensure optimal cost recovery.
- Development and follow up on Programme Portfolio Pipeline and Project Tree in Quantum. Entry of data of new grants into Quantum in the form of Annual Work Plans (AWPs), monitoring of AWPs status.
- Sending project budget to KK (Commitment Control) (if authorized and on the basis of signed project documents and project budgets)
- Oversee Quantum matching, implementation of effective internal controls, proper functioning of a client-oriented financial resources management system, control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus Account Spending Limit (ASL), follow up with HQs on ASL for development projects, maintenance of the General Ledger.
- Provision of information/reports on the situation in programme, identification of operational and financial problems, proposal of solutions.
- Accuracy verification of Combined Delivery Reports and follow-up on their signing by National Counterparts.
- Regular monitoring of the CO delivery
- Provision of advice on reporting
- Provide inputs to project reports and other analytical documents.
- Preparation of reports including donor reports and other analytical documents
- Verification and reconciliation of various expenditures reports from the CO, HQ and Executing Agencies.
- Periodic monitoring of dashboards and exceptions, identification of the remedial actions in coordination with the supervisor.
- Timely preparation of cost-recovery bills in Quantum for the services provided, implementation of the income tracking system and follow up on cost recovery.
- Provision of researched information for programme and project audits and the implementation of audit recommendations.
Provide support to the implementation of the resource mobilization strategy.
- Drafting of cost sharing and trust fund agreements and obtaining of clearances from HQ if necessary.
- Monitoring of cost-sharing contributions, preparation of AR pending items, application of deposits against prepared pending items.
- Provide inputs in the development of project concept notes.
- Track and reporting on mobilized resources by performing the following tasks if assigned to the staff member:
- Review signed cost-sharing contribution agreements and trust fund agreements.
- Enter Agreement information into Contracts Module.
- Attach copy of the signed agreement in Quantum
- Create Billing Plan in Contracts Module.
- Create Revenue Plan and establish Milestones in Contracts Module.
- Bill a donor through Contracts Module.
- Maintain contributions/receivables documentation
- Apply cash receipt to the proper revenue source / fund or project.
- Advice to Programme and Project Staff on different donor reporting requirements.
- Quality assurance and validation of financial reports to be submitted to donors.
Facilitate knowledge building and sharing, with guidance to all stakeholders.
- Guidance to the executing agencies on routine implementation of projects, tracking use of financial resources.
- Advice to Project staff on UNDP administrative and NIM/DIM reporting, including on audit and budgetary issues.
- Organization of training for the operations/programme/projects staff on financial management and RBM.
- Synthesis of lessons learned and best practices in programme and project finance.
- Sound contributions to knowledge networks and communities of practice.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies
Core Competencies
Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical Competencies
Business Management
- Results-based Management: Ability to manage programmes and projects with a focus at improved performance and demonstrable results
- Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.
- Customer Satisfaction/ Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real client needs; Look for ways to add value beyond clients’ immediate requests; Ability to anticipate client’s upcoming needs and concerns.
- Operations Management: Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner; Knowledge of relevant concepts and mechanisms.
Digital & Innovation
Data Analysis: Ability to extract, analyse and visualize data (including Real-Time Data) to form meaningful insights and aid effective decision making
Finance
- Audit risk management: Ability to address audit issues raised in the course of an audit and propose solutions in order to ensure true and fair audit opinion is achieved
- Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Required Skills and Experience
Education:
- Secondary Education with specialized certification in accounting and/or Finance is required. A university degree in Finance or Accounting desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
- Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) required.
- Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no UNDP Accountancy and Finance Test (AFT) is required. Candidates with no professional accountancy qualifications but with relevant experience must successfully undertake the UNDP Accountancy and Finance Test (AFT) before shortlisting and must complete the UNDP Finance Training and Certification Programme (FTCP), if recruited.
Experience:
- Minimum of 6 years (with Secondary Education) or 3 years (with Bachelor´s degree) of progressively responsible experience in finance management and/or accounting is required.
- Knowledge of programme and project finance management desirable
- Sound expertise in budget analysis and control, and financial management functions is an asset.
- Experience in the usage of digital finance solutions and software packages, and advanced knowledge of data management and systems is desirable.
- Knowledge of IPSAS and/or IFRS required.
- Experience with UNDP and/or international organizations/UN agencies an asset
- Experience with Government institutions an asset
- Fluency in English is required.
- Fluency in the national language (Bahasa) of the duty station is required for local staff.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP 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 at the same grade level and with similar job description, experience and educational requirements.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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