117457 - Finance Assistant - GPR (Local post for Nationals of Indonesia and applicants with valid work permits)

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls, the empowerment of women, and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action, and peace and security.

In Indonesia, UN Women works with the government, civil society organizations (CSOs), academia, the media, and the public and private sectors to address national priorities of gender equality and women's empowerment. Placing the advancement of women's rights at the center of our work and aligning with UN Sustainable Development Cooperation Framework (UNSDCF) 2021-2025UN Women Indonesia focuses on (1) Inclusive human development through ending violence and discrimination against women and building women's leadership to build sustainable peace (2) Advance value-added and transformative economy by supporting women's economic empowerment (3) Gender-responsive approach to building climate resilience and disaster risk reduction (4) Using innovation and data to leverage gender responsive governance.

The Finance Assistant for the Governance, Peace, and Resilience (GPR) Programme is expected to contribute to programmatic financial management of the Governance, Peace and Resilience programme of UN Women Indonesia Country Office, which focuses on:

1. Enhancing Women Political Participation and Leaderships
2. Promoting good governance through Gender Responsive Budgeting and Planning
3. Strengthening Women’s Participation and Leadership in Peace and Security
4. Building community resilience from disasters, social conflicts, and violent extremism

Under the supervision of the Governance, Peace and Resilience Team Lead (Programme Manager), the Finance Assistant works with and provides support to the members of the programme team in the Governance, Peace, and Resilience Unit in Indonesia in the effective development and implementation of programmes, consistent with UN Women rules and regulations. Working closely with the Programme Associates, the Finance Assistant contributes to programme financial management and administrative assistance for smooth programme implementation.

Duties and Responsibilities

1. Implement financial strategies, in full compliance with UN Women rules, regulations, policies, and recording and reporting systems:

• Perform duties in full compliance with UN Women financial regulations and rules, policies and standard operating procedures, including internal controls
• Review and verify financial transactions, activities, and documentation; taking corrective actions as needed and reporting any unusual activities
• Monitor financial exceptions reports for unusual activities or transaction, investigate anomalies and report to the supervisor conclusions and/or present recommendations for actions/decisions
• Draft reports on financial status, procedures, exchange rates, costs and expenditures
• Follow-up on audit recommendations to monitor implementation of corrective actions
• Collect, verify and present information and data for use in the planning of financial resources and the formulation of the programme work plans, budgets, proposals on implementation arrangements and execution modalities
• Provide assistance in Annual Work Plan entry in Results Management System (RMS) as required. 
• Provide advice and recommend solutions to a wide range of financial issues
• Monitor the proper functioning of the financial resources management system for office and programmatic budgets and resources
• Implement cost saving and reduction strategies

2. Prepare and administer Programme Unit budgets in full compliance of UN Women rules, regulations, policies, and recording and reporting systems:

• Formulate the budget, control allotments, monitor expenditures, and prepare revisions according to the needs of the Programme Unit
• Track the appropriate and timely use of financial resources   
• Prepare cost recovery documents or bills for the services provided by UN Women to other programmes or organizations  
• Create projects in Quantum prepare budget revisions, revise project awards and status; and determine unutilized funds 
• Implement and maintain control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status
• Maintain internal expenditure control system  
• Undertake corrective actions on un-posted vouchers, including vouchers with budget check errors, match exceptions and unapproved vouchers. Respond to RO /HQ requests to resolve financial data issues
• Prepare VAT reimbursements with adequate documentation support 
• Input data in Quantum and monitor status. Keep stakeholders and clients informed for timely action and/or decisions 

3. Provide finance support to the Programme and Operations team:

• Review accounts receivables for UN Women GPR projects and follow-up with project managers and finance section at regional office and/or headquarters on contributions, deposits creation in Quantum and their application to AR pending items
• Prepare PO and non-PO vouchers for development projects
• Record and post transactions in Quantum, review payroll, travel claims, MPOs, and other entitlements
• Monitor the setup of budgets in Quantum to ensure they are in accordance with budgets agreed with donors and are input into Quantum at the detailed Activity ID level
• Monitor each month over-expenditure of budgets and follow up with Budget Owner
• Monitor regularly transactions posted to projects ensuring actual expenditure has been recorded against correct budget category and activity, take timely corrective actions as required
• Monitor proper follow up of advances to implementing partners, review their financial reports together with project managers
• Monitor the financial status and under the guidance of the Operations Manager implement control mechanisms for management/development projects
• Monitor and proper follow up of all the financial items in Month-end and Year-end closure instructions status and under the guidance of the Operations Manager, take correction actions as required 
• Keep stakeholders and clients informed for timely actions/decisions and review status reports for quality control
• Provide information inputs to financial reports for Indonesia Country Office, Regional Office, HQ Finance and stakeholders 
• Associate revenue and expenditure in commitment control for non-core projects. 
• Provide inputs and take necessary actions to facilitate timely financial project closure
• Support financial donor reporting by providing timely information and taking necessary actions as required by UN Women Virtual Global Service Centre for financial donor reporting

4. Provide administrative support to Resource Mobilization:

• Compile and process information from donors, CO, and programme team, as inputs to various databases and documents. 
• Prepare drafts for cost sharing agreements including conditions of contributions within resource mobilization efforts, adhering to standard agreements where possible. Follow up on contributions within the CO resource mobilization efforts. 

5. Facilitate knowledge building and knowledge sharing:

• Conduct training and/or help organize training events and activities; as well as participate in trainings
• Collect and compile lessons learned and best practices in financial management and services. Disseminate to clients and stakeholders as appropriate to build capacity and knowledge
• Contribute to financial business operational practices and management innovations. 

6. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Key Performance Indicators

• Timely and accurate financial management support to the implementation of Programme Unit and its projects
• Full compliance of financial and administrative activities with UN Women rules, regulations, policies and procedures
• Timely and accurate tracking of data for Indonesia CO management and donor purposes
• Quality maintenance of internal systems and files
• Quality and timely support to Governance, Peace and Resilience programme team.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies:

FUNCTIONAL COMPETENCIES:

• Strong knowledge of financial rules and regulations and accounting principles  
• Strong knowledge of spreadsheet and database packages 
• Strong knowledge and application skills of IT tools and understanding of management systems   
• Ability to create, edit, analyze, and present financial information in clear and presentable formats
• Ability to provide input to business processes re-engineering, implementation of new systems 
• Ability to administer and execute financial and accounting processes and transactions. 

Required Skills and Experience

APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION.

Click here to download the form: 

UN 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.

UN 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 UN Indonesia at the same grade level and with similar job description, experiences and education requirement