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.

It has become clear in the work of various international agencies, non-governmental organizations, associations of municipal authorities, and among development aid organizations that there is a need for an assessment instrument to allow for an accurate and systematic evaluation of country’s democracy. In particular, there is a need for a method of evaluating the quality, efficiency, and meaningfulness of democratic institutions and practices by a variety of actors and analysts from within political systems and outside of them (such as the civil society, media, etc.).
Ideally, the Democracy Index will allow stakeholders to carry out their own assessments of democracy and to give them a framework for comparing experiences and sharing lessons learned.  We are interested in a close and careful evaluation of democracy: popular control by the people of public decisions and decision-makers and political equality that requires equal respect and equal worth for all citizens. 
Under the overall guidance of the National Project Director and direct day-to-day supervision of the Project Manager and/or Project Officer, the Administrative and Finance Assistant (AFA) provides administrative and financial services ensuring high quality, accuracy and consistency of work in project implementation. The Administrative and Finance Assistant promotes a client-oriented approach consistent with UNDP and Implementing Agency’s rules and regulations.

The Admin-Finance Assistant belongs to a Project Management Unit (PMU), which is established by NPD and UNDP for the implementation of the project.
    
The Admin-Finance Assistant works in close collaboration with (i) the other PMU staff, (ii) Finance Assistant at the office of the Programme of Support for Deepening Democracy and (iii) UNDP Programme staff to exchange information and ensure consistent service delivery

Summary of Key Functions:

- Support to management of the project
- Operational support to project implementation

The Administrative and Finance Assistant (AFA) is expected to ensure that all the day to day operational procedures to be in line with rules and regulation of the Government of Indonesia and UNDP. More specifically, the AFA is to discharge the following functions:

The Finance and Administration Assistant is expected to ensure that all the day to day operational procedures in planning, implementation, monitoring and evaluation, closure, audit, etc. are conducted in timely manner and in line with rules and regulation of the Government of Indonesia and UNDP. More specifically, The Finance and Administration Assistant is to discharge the following functions:

Planning
- Assist Project Manager (PM) and Project Officer (PO) in developing project budget in line with project document outcome, activities and outputs
- Provide advice to PM and PO in developing project activity plan in reflection of resource availability
- Assist PM and PO in developing project implementation plans including budget plan and procurement and recruitment plan in line with project annual work plan
- Enter and regularly update project milestones in the Project Management Unit Calendar and develop personal work plan against the progress towards the milestones

Implementation / Monitoring and Evaluation
- Assist PM and PO n developing preparing ToRs for personnel and procurement of goods and services
- Assist PM and PO in processing requests for personnel, goods and services in liaison with relevant Operations Units by preparing supporting documents required for personnel action or procurement and following up the required procedures

- Assist PM and PO in HR management
- Keep the track of attendance record of staff under the project. Leave forms and travel authorization should be attached.
- Keep the record of staff performance evaluation.
- Manage and provide the documentations for central filing.
- Process salary payment
- Maintain receipt of salary payment
- Other HR assignments as required

- Assist PM and PO in Procurement Management
- Keep the record of contracts and other relevant documents
- Monitor contract compliance by keep the record of performance monitoring / evaluation records
- Initiate and process payments
- Maintain receipts of payments
- Other Procurement assignments as required

- Assist PM and PO in Financial Management
- Review and revise project budget and prepare necessary documentation to activate revised budget based on regular monitoring of implementation progress and financial disbursement
- Provide PM and PO with monthly / bi-monthly report on project budget
- Prepare the financial reports for the project and advice PM and PO for any discrepancies and irregularities from the GoI and UNDP rules and regulations and associated risks.
- Prepare the advance payment request / other payment requests and advise PM and PO for any discrepancies and irregularities from the GoI and UNDP rules and regulations and associated risks.
- Regularly monitor the financial transactions to maintain project financial account in order
- Prepare Quarterly Financial Reports
- Other financial management assignments as required

- Arrange official travel of staff and process travel settlement
- Assist PM and PO in preparing and conducting project events (workshop, seminar, training and conference) and coordination activities
- Assist PM and PO in conducting regular monitoring and evaluation of project implementation by updating the project Calendar and alerting PM and PO on approaching or delayed milestones

Closure and Audit
- Establish and maintain a systematic filing system of key documents (in hard copy and soft copy) in line with audit requirements.
- Assist PM in closing projects operationally and financially in accordance of rules and regulations of UNDP and in close coordination with UNDP CO

Others
- Draft correspondence, minutes of meetings and reports (Admin)
- Monitor office supplies and supervise all office functions accordingly (Admin)
- Actively participate in and contribute to learning and knowledge sharing activities in operational aspect of project management. (Admin & Finance)
- Actively participate in and contribute to PMU and CO level coordination in streamlining operational aspects of project management. (Admin & Finance)

Impact of Results

Project implementation in line with the objectives of the project and UNDP rules, regulation and procedures is critical to ensure achievement of UNDP Country Programme outcomes. A client-oriented and efficient approach has significant impact to the image of UNDP Indonesia Country Office.

Corporate Competencies:
- Demonstrates commitment to UNDP’s mission, vision and values.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:
Operational Aspect of Project Management
-  Has demonstrated knowledge and experience in finance, admin, procurement and human resource management

Knowledge Management and Learning
- Shares knowledge and experience
- Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure

Education: 
Minimum secondary education preferably with specialized certification in Accounting and Finance.

Experience: 
-Minimum of three (3) years of professional experience in administration and finance;
-Excellent communication skills; meticulous and detailed – oriented;
-Experience in handling administrative and financial matters in working with government agencies, civil society organizations and international organizations is an asset;
-Familiarity of UNDP system, rules and procedures is an advantage;
-Experience in the usage of computers and office software packages (MS-Word and Excel).

Language Requirements: 
Demonstrated sound conversational and writing skills in Bahasa Indonesia, appropriate knowledge of English.

"The United Nations is an equal opportunity employer and encourages qualified women to apply"