Common Service Budget Management Associate United Nations Development Programme Experience: 3 to 5 Years Jakarta, Indonesia Apply By: 31-08-2024

The Operations Management Team (OMT), guided by the United Nations Country Team (UNCT), aims to facilitate the implementation of the Delivery as One (DaO) principles and strategy in Indonesia by harmonizing operational policies of UN agencies, funds, and programmes. Furthermore, the OMT develops and implements inter-agency initiatives to ensure the quality of support services while maximizing resource utilization.

The UN Common Services (CS), Common Premises (CP), and Locally Cost Shared Security Budget (LCSSB) require a dedicated Common Service Budget Management Associate to assist with budget management and reporting. This role involves working closely with the UNDP Finance team and other relevant departments to ensure accurate financial management, reporting, and budgeting

The Common Service Budget Management Associate  (CSBMA) works closely with the Operations Manager UNDP and receive technical guidance from Head of Finance UNDP to oversee and manage the budget of the UN Operations Management Team by tracking and monitoring their workplan implementing the common services and premises budgets guaranteeing high quality and accuracy of financial report. 

The CSBMA will work with  UN agencies’ staff to exchange information and ensure a consistent service delivery. As the budget and other financial and administrative activities are administered by UNDP using its own systems, the CSBMA will work in close collaboration with the UNDP’s Operations Team that will ensure the compliance  with UNDP standards and procedures. 

The CSBMA is expected to analyze and interpret the operations rules and regulations and provides solutions to a wide spectrum of complex issues in the budget and financial issues related with common premises/services management areas. The incumbent promotes a collaborative, client-focused, quality and results-oriented approach in working with UNDP team, UN Agencies and other stakeholders.

Duties and Responsibilities

Scope of work 

1. Ensures implementation of operational strategies, support effective administrative and budget management focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies

Conduct 2015, 2016, and 2017 financial analysis and prepare a narrative report in consultation with Operations Manager and Head of Finance UNDP in collaboration with the common service team. 

Support in implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.

Work in collaboration with other common service team and UNDSS to administer  budget and prepare presentation on budget utilization for UN Operations Management Team (OMT) and UN Country Team (UNCT). 

Prepare quarterly and annually common services (CS),  common premises (CP)  and Locally Cost-Shared Security Budget (LCSSB) financial report, tracking and follow up contribution from agencies, send reminder to collect contribution and supply the requested information for common service/premise audit, and other reports; Support the financial management of CS, CP, and LCSSB accounts.

Support in reviewing  of financial related data from the OMT conduct analysis and propose to Operations manager UNDP for any corrective actions when necessary

Support in preparation of  annual budget (CP,CS, LCSSB ) for 2025  and budget revision of common services, common premises and LCSSB with collaboration with common service team and UNDSS

Support in preparation and monitoring of regular management reports of expenditures of common services, common premises and LCSSB

Conduct detailed financial analyses and prepare comprehensive reports.

Ensure accurate reconciliation of balance sheet accounts

Perform a thorough analysis of financial entries to identify trends and discrepancies.

2. Support to UN Efficiency Agenda: BOS, Common Premises, Common Back Office, and overall Finance Management Report 

Provides financial background information of common services activities to Operations Manager UNDP to be  shared with OMT members as well as any required reports

3. The incumbent of the position should avoid any kind of discriminatory behavior 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 are respected within all implementations including data production;

Differentiated needs of women and men are considered;

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;

Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.

Institutional Arrangement: 

The Common Service Budget Management Associate  (CSBMA)  will work with Operations manager, Head of Finance,  Head of Admin as well as Common Service Team to exchange Admin/ finance / budget information and ensure a consistent and accuracy of finance / budget information and its management. As the budget and other financial and administrative activities are administered by UNDP using its own systems, the The Common Service Budget Management Associate  (CSBMA) will work in close collaboration with the UNDP’s Operations Team that will ensure the compliance with UNDP standards and procedures.

Required Skills and Experience

Minimum Qualifications of the Successful NPSA

Min. Education requirements

 Secondary Education with specialized certification in accounting and/or Finance.

 

University degree in Finance or Accounting is desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage.  (The degree must state that the major is in accounting or finance. Degrees in Business Administration or Public Administration are not considered equivalent.)”

 

Fully Qualified Accountant, from an internationally accredited institute of accountancy or Full Completion of the

 

UNDP Finance Training and Certification Programme (FTCP). No UNDP Accountancy and Finance Test (AFT) required.

 

· Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or

finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited. However, no

UNDP Accountancy and Finance Test (AFT) is required.

· Candidates with no professional accountancy qualifications but with relevant experience must successfully

undertake UNDP Accountancy and Finance Test (AFT) before shortlisting, and must complete the UNDP.

Min. years of relevant Work experience

Minimum of seven (7) years (with Secondary education) or four (4) years (with bachelor’s degree) of relevant experience in administration or budget managementis required.

Required  skills and competencies

Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advanced  knowledge of spreadsheets and web-based management systems such as ERP financials and database  packages.

Desired additional skills and competencies:

• Previous working experience handling UN/UNDP project would be highly desirable
• Previous work experience handling common service/ common premises / LCSSB budget would be asset .
• Solid experience in administrative and finance reporting is an asset.
• Experience in handling of web-based management systems and ERP financials/quantum/ ATLAS is an asset.
• Experience  in managing  online meeting platforms, documentation of paperwork database, photos, and archiving system is an advantage.
• Experience working with Government/UN/UNDP procedures would be desirable.
• Experience in collecting and summarizing administration report is desired.

Required Language:

• Fluency in English is required .
• Professional Certificates
• Additional course  in finance / Accounting certification   would be highly desirable.

Source: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=117093