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 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.
Position Purpose
Under the direct supervision of the Development Effectiveness Analyst, and the overall guidance of the Programme Specialist (MPO), the Management Associate provides support to the leadership in the execution of oversight and management performance, and supports the formulation, planning and management of the country programme and operations by managing data and facilitating implementation of various initiatives and activities aiming to effectively deliver development results. The Management Associate promotes a client-oriented approach consistent with UNDP rules and regulations.
The Management Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs as required for resolving complex programme and finance-related issues and exchange of information.
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
Ensures effective oversight on programme and project management, including planning, implementation, monitoring, and timely reporting focusing on achievement of the following results:
- Effective support to oversight and management performance initiatives including contribution to project design, appraisal, implementation processes.
- Contribution to effective pipeline management system and proceses within the office.
- Review of project budget and budget revisions to ensure matching with available resources in the projects.
- Monitoring and ensuring timely operational and financial closure of projects in coordination with responsible programme and operations teams.
- Follow-up on project revisions, project status, determination of unutilized funds and follow up to project closure.
- Timely excecution of back up function for programme and operations related responsibilities based on the demand and request of the supervisor.
Provides support to data collection and analysis on key management aspects and processes focusing on achievement of the following results:
- Contribute to periodic monitoring of Country Office performance using corporate tools as well as targets set annually, with special emphasis on pipeline management/delivery and resource mobilization targets, compliance and strategic oversight of and support to Country Office financial sustainability.
- Data collection and support to analysis on key management aspects of CO portfolio performance, including CO workplans, annual targets monitoring; implementation and reporting; addressing bottlenecks and deficiencies in issues related to programme and operations; and remedial actions related to programme finance and enterprise risk management, in consultation with relevant programme and operations staff.
- Regular data collection and review of the key management performance indicators; support to analysis of trends and consolidation of information on trends that provide management with appropriate analytical tools to establish measureable performance actions by the Country Office.
- Review of data on financial and management performance and support to analysis of CO performance, including verification of evidence documentation.
- Support and facilitatation of reviews of project work plans, budgets, and transactions, for assigned offices and projects, as required by the supervisor.
- Conduct random sampling to ensure effective oversight on CO transactions and processes as required.
- Support in ensuring full compliance of programming initiatives and activities with corporate UNDP policies and procedures, including accountability framework, internal control framework, Enterprise Risk Management, Social and Environmental Standards, etc.
Provides risk management and financial management support focusing on achievement of the following results:
- Support in periodic oversight activities relating to programme and operations management, remotely and on site, and make recommendations for improvement to CO Management.
- Support in planning and monitoring of various programme/project budgetary resources and ensures quality control of financial resources management performed by relevant personnel, flagging any deviations and proposing corrective measures in line with UNDP FRRs.
- Support in implementation of the partnership and resource mobilization action plans, including tracking and reporting on mobilized resources by the Country Office, and timely recording of contributions and reporting.
- Support review of contribution agreements before signature by the CO management, including obtaining of clearances from HQ if necessary; support monitoring of cost-sharing contributions, in liaison with GSSC.
- Support to accurate recording of data into ERP (e.g., Annual Work Plans, GMS rates and their distribution, results data).
- Work with the supervisor on audit or other assessment related activities to ensure that actions across various audit-mandated and compliance tasks are completed in a timely manner; and
- Review of programme and project financial information and reports, including review of correctness of CDRs, recommendation of corrective actions, and ensure implementation in line with POPP.
- Quality review of HACT (Harmonized Approach to Cash Transfers) FACE Form submissions and other required documentation by the programme teams prior to final approval by Senior Management.
- Provision of guidance to implementing partners and responsible parties on implementation issues and UNDP requirements.
- Drafting of preparation of the guidance and ensure follow-up on HACT audits and requirements.
- Support to management of partners capacities and risk assessments, assurance plans and follow-up as required.
- Participation in the evaluation and review panels; preparation of evaluation reports and submission to procurement, grants and other review committees, as required.
Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:
- Organization of training events on programme and operations, including technical inputs and support to logistics.
- Organization and provision of training and learning activities for UNDP personnel on specific project management and financial issues, the application of ERP and other corporate/regional systems and tools, etc.
- Facilitatation of knowledge building and management, documentation of lessons learned and good practices, and innovation and knowledge transfer in the country office, region and globally.
- 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.
Supervisory/Managerial Responsibilities: Not applicable
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 Direction & Strategy – Strategic Thinking
- Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions
- Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight to model what future developments and ways forward look like for UNDP
- Business Direction & Strategy – System Thinking
- Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
- Business Management – Results-based Management
- Ability to manage programmes and projects with a focus on improved performance and demonstrable results
- Business Management – Resources Management
- Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity
- Finance – Financial Planning and Budgeting
- Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including through planning, budgeting, forecasting, analyzing and reporting
- Ethics – UN policy knowledge – ethics
- Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity
Required Skills and Experience
Education:
- Secondary Education is required.
- A university Degree (Bachelor’s degree) in Business Administration, Management, Public Administration, Economics, or related fields, will be given due consideration, but is not a requirement.
- Certification in programme/project management (e.g., PRINCE, MSP, PMP, etc.) and/or accounting/audit areas is desirable
- Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.
Experience:
- Minimum 7 years (with secondary education) or 4 years (with bachelor’s degree) of progressively responsible risk management, finance or programme experience is required at the national or international level.
- Proficient user of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling web-based management systems is required.
- Knowledge and experience of handling Enterprise Resources Planning platforms such as Oracle Cloud is desirable.
- Demonstrated experience and strong knowledge of UNDP’s policies and procedures on programme and project management is desirable.
- Knowledge and experience working with International Public Sector Accounting Standards (IPSAS) and/or International Financial Reporting Standards (IFRS), Finance Accounting and Management Accounting is desirable.
Language:
- 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.
Please upload copies of your academic qualifications and 3 latest Performance Evaluations (if applicable)
Disclaimer
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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