Administration and Finance Associate

Contract

This is a LICA-6 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - UNOPS

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

Background Information - Job-specific

1. General Background of Project / Assignment

UNEP is the voice for the environment within the United Nations system. UNEP’s mission is to provide leadership and encourage partnerships in caring for the environment by inspiring, informing, and enabling nations and peoples to improve their quality of life without compromising that of future generations. In Indonesia, UNEP in partnerships with ICRAF (the recipient in this Agreement), BNP Paribas and ADM Capital has established the Tropical Landscapes Finance Facility (TLFF) since 2016. As a Government of Indonesia supported initiative, TLFF provides long-term funding at scale, largely for rural smallholder livelihood and renewable energy projects for marginalized communities. The TLFF is intended to bridge the gap between the government, private sector and communities, coordinating cross-functionally to bring about large-scale positive change. TLFF responsibilities are currently under UNEP.

The Global Affairs Canada (GAC) is supporting UNEP/TLFF through its TLFF Grant Fund (TLGF) window to disburse conventional grants to potential applicants, which will help them become bankable and facilitate the mobilization of investment capital. It will be closely link with the objectives of FIAP and Canada’s feminist approach to climate finance by demonstrating the business case for investments at the nexus of gender and climate change and building a market for gender responsive climate projects. The ultimate outcome of this project is ‘to improve rural livelihoods in Indonesia with a focus on women’. This ultimate outcome will be facilitated through intermediate outcomes which are: (i) increased longer term (>5yr) investment in climate smart agricultural and forestry practices in Indonesia, (ii) reduced or avoided GHG emissions from the agricultural sector in Indonesia, and (iii) enhanced access to employment opportunities for women in climate-smart agricultural and forestry supply chains in Indonesia. The project scope is within Indonesia and closely affiliated and shares its objectives to the Land Use Finance Unit and UNREDD Program. As such, it is fully aligned with UNEP’s Climate Change sub-programs and contribute to the Government of Indonesia’s Medium-Term Plan Strategy.

2. Purpose and Scope of Assignment

Based in TLFF Jakarta office, the Administration and Finance Assistant will work directly under supervision of Program Officer. S/he promotes a client, quality and results-oriented approach and works in close collaboration with other members of project team/colleagues to ensure coordinated and timely support to daily activities of TLFF secretariat, travel, administrative and light procurement services to TLFF team and its partners. Due to limited timeline of the project, and funds available do not justify establishing staff position, therefore the post will be set up through UNOPS.

Functional Responsibilities

Summary of Key Functions:

• Implementation of operational strategies
• Effective and efficient functioning of operation unit of TLFF Secretariat
• Administrative and logistical services
• Personnel management
• Protocol issues and requests for official documentation
• Office maintenance and assets management
• Knowledge sharing

1.Implementation of Operational Strategies

• Support the Program Officer and TLFF management on full compliance of administrative and protocol activities in accordance to UNEP/TLFF policies and procedures.
• Provision of inputs to preparation of administrative team results-oriented work plans.
• Initiate the process for budget preparation and monitor delivery as required

2.Support to Effective and Efficient functioning of TLFF operations:

• Implements the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.
• Proper inventory control; supervises proper issuance of inventory items and supplies.
• Reviews travel authorizations, documentation, payments
• Assists in the preparation of budget, audit and other reports.
• Confirms appropriateness of operational transactions processed in accordance to UNEP/TLFF policies, regulations and rules
• Check validity of charges by verifying authorized amounts and ensuring availability of budget and funds.
• Prepares on time monthly operational advance reconciliation and replenishment reports for supervisor review.
• Monitor operational advances and workshop expenses in project fields office, bringing to the attention of operation officer for any problem or discrepancy that warrants further review.
• Process the payment request timely and in compliance to UNEP/TLFF policies

3. Support to Administrative and Logistical Services:

• Prepare budget and logistic for project events: workshops, training and others.
• Administrative and procurement support for meetings/conferences/workshops/retreats. This includes budget preparation, venue arrangement, travel entitlements/DSA processing, and other related logistical supports.
• Collaboration in the preparation of the administrative budget plan for TLFF projects
• Preparation of routine correspondence, faxes, memoranda and reports in accordance with UNEP/TLFF policies.
• Preparation of travel authorization for UNEP/TLFF staff and consultants
• Provision of administrative, protocol and logistical supports to TLFF personnel
• Arrangement of travel and hotel reservations, preparation of travel authorizations and processing travel claim/settlement/reimbursement.

4. Personnel Management:

• Coordinating supports for staff/consultants, as required
• Ensure timely submission of staff attendance sheet and monitoring leave records
• Promote teamwork, collaboration, and diversity by actively engage on office activities,
• Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

5.Support to Protocol issues and request for official documentation:

• Provision of travel management support and related services, including visa arrangement and custom/immigration clearance.
• Arrangement of supporting documents for visa application and other required forms as well as liase with government officials and other related stakeholders to ensure proper and timely delivery of the services.
• Actively towards continuing personal learning, acts on learning plan and applies newly acquired skills.

6.Support to Office maintenance and assets management

• Maintenance of records on assets management and preparation of reports.
• Maintenance of files and records relevant to office maintenance
• Coordinate maintenance of TLFF office.

7.Knowledge sharing

• Participation in the training for the operations/projects staff on administration.
• Contributions to knowledge networks and communities of practice.
• Provision of supports to filing management and maintenance

Core Values and Principles: 1. Understand and respect sustainability principles

• Look for ways to embed sustainability principles in day-to-day project management
• Seek opportunities to champion gender equality at workplace
• Champion and communicate project’s sustainability aspects with key stakeholders

2.Understand and respect national ownership and capacity - Understand the principles of the Paris Declaration on aid effectiveness and mainstream them in the project plans - Look for ways to build capacity of local counterparts

3. Partnerships and Coordination

- Understand the UN Development Assistance Framework (UNDAF) and UNEP within the UN system - Strive to build strong partnerships and effective coordination among relevant project actors (e.g. United Nations, governments, and non-governmental organizations or other relevant partners)

4. Accountability for results and the use of resources

- The project management processes are designed to deliver maximum accountability, transparency and results.

5. Excellence

- Contribute to innovation and the adaptation of best practice standards of sustainability and quality.

Monitoring and Progress Controls

His/her performance will be reviewed by Program Officer and Head of TLFF Secretariat/UNEP Technical Lead Adviser

Education/Experience/Language requirements

a. Education

• A diploma in administration, finance and/or program management related fields.
• A bachelor’s degree would be an asset.

b. Work Experience

• A minimum 2 years experiences on relevant finance, procurement and administrative matters.
• Experience in coordinating events/activities with various international organizations, partner institutions and stakeholders is an asset.
• Experience in working closely with the Government of Indonesia for visa and protocol issues is desirable.

c. Language

• Fluency in Bahasa Indonesia and English language is required.

d. Other Skills

• Good analytical skills, fully proficient computer skills and use of relevant software and other applications
• Familiarity with the UN system is an asset

e. Functional competencies:

• Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural hazards and humanitarian crisis).
• Strong interpersonal skills and ability to establish and maintain effective partnerships and working relations with people in a multi-cultural environment.
• Ability to manage, organize, plan and implement work assignments
• Cope effectively with competing demands and work under pressure of frequent and non-negotiable deadlines.
• Strong analytical and problem-solving skills and ability to handle a range of management and coordination issues.

Travel Involved - The individual contractor will be expected to travel extensively, s/he should have the ability to work in a multicultural environment and is sensitive to requirements of travelling to remote areas in Indonesia both physically and in terms in cultural sensitivity.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

• Contract type: ICA
• Contract level: LICA 6
• Contract duration: 12 months with possibility of extension

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Family Duty Station.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.