Background
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.
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.
UNDP is the leading United Nations organization 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. Learn more at undp.org or follow at @UNDP.
UN Global Pulse
Global Pulse is an innovation initiative in the Executive Office of the United Nations Secretary-General, harnessing today's new world of digital data and real-time analytics to gain a better understanding of changes in human well-being. Global Pulse hopes to contribute to a future in which access to better information sooner makes it possible to keep international development on track, protect the world's most vulnerable populations, and strengthen resilience to global shocks. Global Pulse is being implemented as a global network of Pulse Labs, bringing together expertise from UN agencies, governments, academia, and the private sector to research, develop, test and share tools and approaches for harnessing real-time data for more effective and efficient policy action.
Pulse Lab Jakarta
Pulse Lab Jakarta combines data science and social research to help make sense of our interconnected, interdependent, and complex world. The Lab is a joint initiative of the United Nations and the Government of Indonesia, via United Nations Global Pulse and the Ministry of National Development and Planning (BAPPENAS) respectively. As the first innovation lab of its kind in Asia, Pulse Lab Jakarta is working to close information gaps in the development and humanitarian sectors through the adoption of big data, real time analytics and artificial intelligence.
Since Pulse Lab Jakarta was established in 2012, much has changed in the context in which it operates. PLJ realises that contributing to a stronger data ecosystem is crucial to ensure the sustainability of the use of data innovation in development. The lab has transitioned from mostly prototyping data innovations to a focus on systemic collaborations with key stakeholders and partners to highlight various shortcomings in existing systems and identify underlying issues for improved integration and sustainability. In particular, the COVID-19 crisis prompted a renewed focus to improve public service delivery through a more data-driven and people-centered approach. This has led to a greater demand for and appreciation of our work as a mixed-methods data innovation facility that combines data analytics with service design to generate value.
The Lab is now transforming to become a regional hub to promote knowledge exchange and advance inclusive digital transformation in the Asia-Pacific region. This is also in direct alignment with Indonesia’s national interest in progressing inclusive digital transformations. Considering this transition and as agreed by DFAT as our donor, the project’s lifetime has extended up to 31 December 2023 through the no-cost extension to support the transition process to the Asia Pacific Regional Hub.
As such, PLJ is looking for project associate to contribute (1) financial analysis of the DFAT contribution until ad-interim financial report (at least) is issued (2) financial analysis of the other remaining donor contribution (3) assist and support on wrapping up the projects (4) assist and support the UN Global Pulse Asia-Pacific team on the project’s closing of 00115592.
The Project Associate works in close collaboration within UN Global Pulse Asia-Pacific team and UNDP operation team including admin, procurement and finance team for resolving related issues and information exchange.
Under the supervision of the UN Global Pulse-Asia Pacific’s MEL and Operation Analyst and working closely with UN Global Pulse-Asia Pacific operation team, the Project Associate shall be responsible for effective and transparent utilization of financial resources and integrity of financial services for the Pulse Lab Jakarta project. The Project Associate shall analyze and interpret the financial rules and regulations and provide solutions to a wide spectrum of complex financial issues.
The Project Associate works in close collaboration with UNDP Finance team to successfully preparing the financial report and project closing.
The Project Associate will support the UN Global Pulse-Asia Pacific team with regards to any financial report, including to lead the procurement support of the programmatic aspects of the Pulse Lab Jakarta. S/He will also work in close collaboration with programme, operations, technical advisors, experts, Government officials, and other relevant stakeholders to successfully implement the UNDP project/programme.
Duties and Responsibilities
1. Establish accounting and financial reporting process for the project report, to ensure, complete, accurate and timely reporting to the donor (DFAT) in compliance with the terms and conditions of the Grant Agreement, focusing on achievement of the following results:
- Full compliance with UNDP and donor rules, regulations, and policies of financial activities, financial recording/reporting system;
- implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
- Continuously reviewing the financial situation and supporting the programme in the preparation of financial reporting to DFAT;
- Support for procurement process of the Pulse Lab Jakarta as approved by UN Global Pulse-Asia Pacific Team Lead (head of UN Global Pulse-Asia Pacific);
- Support for any recruitment process and/or any HR related matters for the Pulse Lab Jakarta;
- Proper monitoring and tracking of payment schedules from the donor and/or expenditures progress update;
- Routinely monitors financial exception reports for unusual activities, transactions and investigates anomalies or unusual transactions. Inform supervisor of the results of the investigation when satisfactory answers are not obtained.
- Ensures coordination and liaison for any audit purposes related to the Pulse Lab Jakarta, and to ensure that the final audit report complies with the approved Terms of Reference and follows up in a timely manner to ensure that audit recommendations (finance – if any) are properly addressed.
2. Support the project team to ensure effective project planning and implementation focusing on achievement of the following results:
- Supervise the project associate (events management-SNPSA6) to develop accurate and timely all supporting documents required for implementation of Pulse Lab Jakarta’ activities;
- Liaise with the project associate (events management-SNPSA6) to prepare any Note to File, Internal Office Memorandum, Payment Tracking Sheet, Analysis of (vendor) Quotations, and/or any other required supporting documents related to procurement process and/or any new request of contracts’ amendment;
- Support the Pulse Lab Jakarta’s team for development of any TOR (including other supporting documents) related to the implementation of projects’ activities;
- Work closely with UNDP country office and UN Global Pulse-Asia Pacific, to ensure timely provision of delivery reports;
- Ensure that all administrative deliverables of the project are submitted on time, consistent with the PR’s requirement, and in compliance with both UNDP and DFAT requirements;
3. Support the effective reporting on progress of project implementation
- Together with project associate (events management-SNPSA6) to support the administration process for preparing work plans as well as meetings, audit, operational and financial administrative project;
- Together with project associate (events management-SNPSA6) prepare any project / finance reports, minutes of meeting, TOR and agenda, workshop and/or training agreement (for follow-up actions), and share it to the project team (or other parties as required) on a timely manner;
- To provide financial support for implementation of the PLJ project based on results-oriented progress reports.
4. Supports knowledge building and knowledge sharing focusing on achievement of the following results:
- Regular capacity development and trainings to relevant staff of the country partners on finance, procurement and/or any other administrative rules/regulations;
- Provide proper information to the PR team on any financial/administrative rules in UNDP whenever required to support any meetings/training/workshops;
- Synthesis of lessons learned and best practices on Finance and any other operations issues;
- Participation in the trainings for the operations/ projects staff, and contribute to knowledge networks and communities of practice;
- Ensure active participation in learning and knowledge sharing in gender analysis and gender mainstreaming.
5. The incumbent of the position should avoid any kind of discriminatory behaviour including gender discrimination and ensure that:
- Human rights and gender equality is prioritized as an ethical principle within all actions.
- Activities are designed and implemented in accordance with "Social and Environmental Standards of UNDP";
- Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender is respected within all implementations including data production.
- Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created.
Institutional Arrangement
The direct supervisor of this activities is the MEL and Operation Analyst of the UN Global Pulse-Asia Pacific. She/He will work closely and report to the Operation Lead of the UN Global Pulse-Asia Pacific and Operation Manager a.i. UNDP. The organigram in Annex shows the position of this function within the office and unit structure.
Competencies
CORE COMPETENCIES
- Achieve Results: Scale up solutions and simplifies processes,balances speed and accuracy in doing work
- Think Innovatively: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
- Learn Continuously: Go outside comfort zone, learn from others and support their learning
- Adapt with Agility: Adapt processes/approaches to new situations, involve others in change process
- Act with Determination: Able to persevere and deal with multiple sources of pressure simultaneously
- Engage and Partner: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
- Enable Diversity and inclusion: Facilitate conversations to bridge differences, considers in decision making
CROSS-FUNCTIONAL AND TECHNICAL COMPETENCIES
- Gender: Gender mainstreaming
- Ethics: Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
- Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations
- Verbal and Written Communication: Ability to effectively communicate both verbally and in writing to convey key facts and findings
- Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed
- Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels
- Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making
Required Skills and Experience
Academic:
- Secondary education is required, or
- University Degree Finance, Accounting, Business, Management, or other related majors or equivalent field will be given due consideration, but it is not a requirement.
Experience:
- A minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of progressively responsible finance administrative or project experience is required.
Required Skills and Competencies:
- Demonstrated strong familiarity with UNDP development projects in Indonesia;
- Knowledge on various donor’s reporting requirements;
- Good inter-personal and team building skills;
- Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages
- Familiar with any UN rules/policies on travel arrangement, meetings/trainings/workshops, etc.
Additional Skills and Competencies:
- Solid experience working with the government officers and/or project management unit at the ministry.
- Experience in preparation of financial reports and overviews
- Experience working using Government and UN/UNDP procedures would be desirable;
- Experience handling administrative things of the project, has good knowledge on any financial/operations, procurement rules/ regulations of both UN and Government Rules/Regulations.
- Solid experience in the project reporting, particularly in relation to any required administrative supporting documents for implementation of projects‘ activities
Languages:
- Fluency in written and spoken English is an absolute necessity.
- Fluency in written and spoken Bahasa Indonesia is required.
APPLICANTS MUST COMPLETE THE P11 FORM AND SUBMIT IT AS PART OF THEIR APPLICATION. Click here to download the form: - https://bit.ly/3R8T1mv
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 descriptions, experience, and education requirements.