Common Service Budget Associate

UNDP Careers

Job Description

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.

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

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 Common Service Budget Associate (CSBA) 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 CSBA 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 Common Services Associate will work in close collaboration with the UNDP’s Operations Team that will ensure the compliance with UNDP standards and procedures.

The CSBA 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

  • 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 analysis on the potential cost saving and reduction strategies in consultations with Operations Manager and Head of Finance UNDP in collaboration with common service team.
  • Support in implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures
  • Ensures requisitions, travel request/claim and payment are raised in timely in the UN financial management system QUANTUM’;
  • Coordination of invoicing, travel related transactions and cost-recovery pertaining to common premises/services contributions and use of services.
  • Support in regularly update MoU and SLA related to common services and common premises and ensure the acceptance and signature from agencies are in place in collaboration with common service associate. 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, common premises 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;
  • Actively review services under Common Service, Common Premises and LCSSB and provide technical advice and ways forward to enhance cost efficiency and effectiveness.
  • 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 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
  • Monitor roles and responsibilities as assigned as per the CO ICF and use of UNALL, Quantum or any other corporate tools as necessary. Timely monitoring and execution of corrective actions as needed for all common premises/services transactions.
  • Support to UN Efficiency Agenda: BOS, Common Premises, Common Back Office, and overall Business efficiency
  • Conduct analysis and preparation for financial related information in connection with UN OMT annual workplan and annual budget
  • Support in fostering a culture of innovation and continuing critical review of cost vs performance parameters.
  • Provides financial background information of common services activities to Operations Manager UNDP to be shared with OMT members as well as any required reports
  • 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 Services Budget Associate will work with Operations manager, 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 Common Services Budget Associate will work in close collaboration with the UNDP’s Operations Team that will ensure the compliance with UNDP standards and procedures.

Competencies

Core

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

Thematic Area Name Definition

2030 Agenda : People Gender Gender Mainstreaming

Ethics UN policy knowledge – ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Finance

Financial Reporting and Analysis

  • Understands changes in regulatory, legal and ethical frameworks and standards for financial reporting in the public sector. – Ability to extract, evaluate financial data, derive relevant findings and present them in a meaningful and coherent manner to facilitate effective decision making and performance monitoring. – Understands the benefits of integrated reporting, including non-financial resources such as human, social and intellectual capital, and environmental and governance performance.

Finance Accounting (General) Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

Business Management

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.

Finance

Budget Management

Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

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, analysing and reporting.

Required Skills And Experience

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 six (6) years (with Secondary education) or three (3) years (with bachelor’s degree) of relevant experience in administration or budget management is 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

  • Experience working support UN operations team and knowledge of United Nations Business Operations Strategy (BOS) would be highly desirable
  • Previous working experience handling budget under similar size and complexity of a project to the one of UNDP managed common premises would be highly desirable
  • Solid experience in administrative and finance reporting is an asset.
  • Experience in handling of web-based management systems and ERP financials 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(s)

(at working level)

Fluency in English and Bahasa Indonesia is required .

Professional Certificates

Additional course in finance / Accounting certification would be highly desirable.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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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