Budget Management Associate (Malaria)

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.

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life, as envisaged in the 2030 Agenda for Sustainable Development Goals (SDGs). Through an integrated team operating at the global, regional and country levels we are on the ground in more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

UNDP is a co-sponsor of several international health partnerships. Since 2003, we have been in partnership with the Global Fund, supporting about 20 countries to manage resources for actions on SDG 3. UNDP’s work on HIV, health and development, as described in the HIV, Health and Development Strategy 2016-2021: Connecting the Dots, leverages UNDP’s core strengths and mandates in human development, governance and capacity development to complement the efforts of specialist health-focused UN agencies. The work falls within three inter-connected areas of action: (i) reducing inequalities and social exclusion that drive HIV and poor health; (ii) promoting effective and inclusive governance for health; and (iii) building resilient and sustainable systems for health.

In 2007, UNDP started to provide technical assistance to Indonesia’s MoH to implement the Global Fund grants. In 2012, in partnership with the Australian Government Department of Foreign Affairs and Trade, UNDP started to provide technical support to Indonesia’s Country Coordinating Mechanism (CCM) and its technical working group to monitor GF grant performance and provide oversight. Recently, UNDP Indonesia formed the Health Governance Initiative (HEART) cluster to support Indonesian Government on national health policy, institutional strengthening, and to improve national health system and service delivery which aimed at creating a sustainable positive impact to vulnerable and poor people.

Rationale / Background And Objectives Of The Project

Through 2018, The Global Fund, the MoH and the CCM identified recurring financial management issues impacting on the grant management and timely delivery of quality reports. These issues constituted to be a risk to the Principal Recipients who bears overall responsibility for the implementation of the Global Fund financed programme. Between 2018 and 2019, the MoH requested the support of UNDP to address financial management reporting issues and to review the current accounting Financial Management Information System (FMIS) to ensure that the ministry could provide quality and timely financial reports to the Global Fund. Against this backdrop, it became necessary to provide a comprehensive Technical Assistance to the ministry through a strategic response mechanism (SURGE) between January 2019 through December 2020. The broad outcomes were aligned along three core change elements: People, Technology; and Process- necessitating the design of the technical assistance to focus on human resources, technology transformation and process/policy reengineering. Specifically, the support sought to achieve the following broad outcomes:

• Strengthened Financial Management Information system;
• Supportive supervision including support during audit and other assurance related review
• Improved Human Resources that is aligned to better financial management;
• Quality assured and timely reporting;

Objective

Under the supervision of the Health Governance Project Manager and working closely with relevant National Project Directors and Project Managers, the Project Budget Management Associate shall be responsible for effective and transparent utilization of financial resources and integrity of financial services for the Malaria programme. The Budget Management Associate shall analyze and interpret the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues.

The Budget Management Associate works in close collaboration with other UNDP TA team at the MOH for AIDS, Tuberculosis, and Malaria program, technical advisors, and the UNDP Country Office team. He/She will also work closely with the MoH staff who manage the Global Fund-supported program such as financial, operations, procurement, and programmatic – in order to successfully implement the UNDP Financial Management Technical Assistance (FMTA) project/programme.

Required services will contribute to the work of the unit/project:

The Financial management Technical Assistance team (FMTA) will support the HEART cluster in strengthening health system particularly on health management. This project will support the MoH as Principal Recipients of the Global Fund grants in managing funds to improve accountability through adequate financial information system, provide assurance on the quality of financial reports and ensure timely submission to the Global Fund.

Duties And Responsibilities

The incumbent will report to the Project Manager HEART who will be the primary supervisor of the incumbent.

Establish An Accounting And Financial Reporting Process For The PR, To Ensure, Complete, Accurate And Timely Reporting To The Global Fund In Compliance With The Terms And Conditions Of The Grant Agreement, Focusing On Achievement Of The Following Results

• Finance business processes mapping and elaboration of the content of internal Standard Operating Procedures in finance under the supervision of the Finance team, including monitoring and tracking payment schedules of the procurement;
• Quarterly review and approve Funding Authorizations and Certificate of Expenditures of SRs;
• Continuously reviewing the financial situation and supporting the programme in the preparation of cash forecasts and periodical Annual Disbursement Decision Requests to the Global Fund and annual consolidated financial statements;
• Ensures coordination with the external auditor to finalize the audit reports (including, reconciliations with the Local Fund Agent reports) to ensure the final audit report complies with the approved Terms of Reference and the Global Fund's audit guidelines and follows up in a timely manner to ensure that audit recommendations (finance) are properly addressed.
• Full compliance with PR rules, regulations, and policies of financial activities, financial recording/reporting system; implementation of effective internal controls, proper functioning of a client-oriented financial resources management system;
• Routinely monitor financial exception reports for unusual activities, transactions and investigates anomalies or unusual transactions. Inform supervisor of the results of the investigation when satisfactory answers are not obtained;

Hands On Technical Support To The Ministry In During The Upgrade The Ministry Of Health's Accounting Software To Comply With The Financial Reporting Terms And Conditions Of The Grant Agreement, Focusing On Achievement Of The Following Results

• Effective oversight and finalizations of the financial sections of the Progress Update and Annual Disbursement Decision Requests and preparation of quarterly and bi-annual Cash Flow and annual Cash Flow Forecasts, and statement of sources and uses of funds in compliance with the Global Fund requirements for submission to the Global Fund;
• Ensuring that advance payments and direct payments for MOH and The Global Fund Sub Recipient's (SRs) vendors are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the system on a timely basis;
• Effective application of financial management systems and strategic oversight of planning, budgeting implementation and monitoring of the programme, tracking use of financial resources in accordance with MoH rules and regulations;
• Analysis and elaboration of proposals for the internal expenditures' control system ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted; Monthly Payment Orders (MPOs), travel claims, and other entitlements are duly processed and receipting of goods and services and establishment of accruals are properly done in compliance with International Public Sector Accounting Standard (IPSAS);
• Control of the Accounts Receivables and maintenance of the General Ledger
• Timely preparation of programme budget reviews and the provision of justifications for budget reallocation/reprogramme requests (if any) for submission to the Global Fund;
• Timely revision and finalization of Enhanced Financial Report and other adhoc financial reports as required by the Global Fund;
• Preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation;
• Periodical preparation of fund balances, taking into consideration the data provided by the SRs fund balances to ensure better forecasting of activities as appropriate;

Design And/or Maintain Effective Teamwork With The PMU Finance Unit Of The PR Malaria MOH, To Ensure Improved Performance Of The PMU Finance Team Towards Timeline And Accurate Of The Financial Report Generated From The New Accounting Software, To Be Submitted By The PMU Finance Manager To The Global Fund, Focusing On Achievement Of The Following Results

• Support the PMU Finance team to develop quarterly Cash Report and bi-annually financial report (PU and PU/DR) timely from the new accounting software with accurate data;
• Support to conduct monthly spot check of all PR & SRs’ financial report based on the updated risk mapping – to ensure complete validation process from PR towards SRs’ financial report.
• Ensure monthly meeting between PMU finance team and the programmatic team of the PR Malaria MOH is conducted timely with accurate report, for further decision making by the high level management;
• Conduct monthly review of consolidated monthly financial report from all PMU Internal Controller staff to provide monthly analysis absorption level to the PMU Finance Manager;
• Analysis to ensure timely, complete & accurate financial report submitted by the SRs – to be reviewed by all Project Management Unit (PMU) Internal Controller staff;

Ensures Facilitation Of Knowledge Building And Knowledge Sharing Among Country Programme And Contribute To The Implementation Of Gender Equality Accountability Framework And Gender Equality Results Based Management At Project Level, Focusing On Achievement Of The Following Results

• Synthesis of lessons learned and best practices in Logistics/Asset/Procurement;
• Regular capacity development and trainings to relevant staff of the country partners on logistics and/or procurement modules;
• Ensure gender-based budgeting as part of gender mainstraiming into project
• Effective contribution to learning and knowledge sharing in gender analysis and gender mainstreaming.
• Conduction of training for the PR staff on Logistics/Inventory/Asset and Procurement Management;

The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that:

• 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;
• 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;
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
• Human rights and gender equality is prioritized as an ethical principle within all actions.

Competencies

Core Competencies

• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others, and support their learning
• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

People Management Competencies

• UNDP People Management Competencies can be found in the dedicated site .

Cross-Functional &Technical Competencies

Business management

• Operations Management: Ability to effectively plan, organize, and oversee the Organizational business processes in order to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms
• Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
• Project Management: Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets
• Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed
• Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests; Ability to anticipate client’s upcoming needs and concerns.

2030 agenda-people

• Gender: Gender mainstreaming

Education

Required Skills and Experience

• Minimum High school
• Bachelor’s degree in Accounting, Management, Finance, Business, Economics or other finance related major would be preferred

Experience

• Experience in the financial management information system (FMIS) development within the government partners would be highly desirable
• Experience and Knowledge on various donor’s reporting requirements.
• Good inter-personal and team building skills.
• Experience in handling of web based management systems would be highly desirable
• Experience supporting The Global Fund reporting particularly in relation to the preparation of the Program Update and Disbursement Request (PUDR) to The Global Fund as a donor, Cash forecast and budget realignment related to procureemnt and/or logistics/asset reports and processes;
• Experience in leading of a new web-based accounting software/ ERP implementation as a user and/or trainer would be highly desirable
• Experience in organizing any meetings/workshop with government counterpart – including its’ travel arrangement, would be desirable
• Experience in providing financial technical assistance services for any development projects with UN Agencies and/or Governemnt;
• Advance knowledge of spreadsheet and database packages, experience in leading new web-based accounting software/ ERP implementation as a super user and trainer of trainers;
• Robust technical rigour in accounting standards and application of International Financial Reporting Standards (IFRS) and IPSASs related to Logistics/Asset and/or Procurement Management;
• Experience to provide capacity building/ strengthening on financial management of the project
• Experience and strong familiarity with UNDP / UN development projects in Indonesia would be highly desirable
• Minimum 7 years of relevant professional experience candidate with High School Degree or 4 (four) years of relevant professional experience for candidate with Bachelor degree would be preferable

Language Requirements

• Fluency in English and Bahasa Indonesia in both writing and speaking

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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