20160 PROJECT FINANCE COORDINATORS FOR THE GLOBAL FUND FINANCIAL MANAGEMENT FOR AIDS, TB AND MALARIA (3 POSTS)  

BACKGROUND

“UNDP is the UN's global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in about 170 countries and territories, including Indonesia, working to eradicate poverty while protecting the planet. UNDP supports implementation of the Sustainable Development Goals (SDGs). In Indonesia, UNDP works with the Government to integrate SDGs into national plan and policies.”

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 by 2030 Agenda for Sustainable Development. 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 founding cosponsor of the Joint UN Programme on HIV/AIDS (UNAIDS), a partner of the Global Fund to Fight AIDS, TB and Malaria (Global Fund), and a co-sponsor of several other international health partnerships. 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. UNDP delivers three types of support to countries in HIV, health and development. Since 2003, UNDP has been in partnership with the Global Fund supporting countries access and manage resources for action on SDG 3.

Since 2007, UNDP been providing technical assistance support to the MOH implement Global Fund grants, and since 2012 in partnership with the Australian Government Department of Foreign Affairs and Trade, technical support to Indonesia’s Country Coordinating Mechanism (CCM) and its technical working group to monitor the grant performance and provide oversight.

Global Fund – Indonesia: The Global Fund (TGF) has provided grant funds to the Government of Indonesia in the amount of US$ 823 million to fight HIV, Tuberculosis (TB) and Malaria, as well as strengthening the health system. As of October 2018, there are six active grants in the current GF implementation period (2018-2020) with a total budget of US$ 264 million. The Ministry of Health (MOH) is the Principal Recipient (PR) for the Global Fund’s HIV, TB, and malaria grants, with a total budget of US$ 208 million (2018-2020). The MOH for each grant has several Sub-recipients (SR) who support the implementation of grants and achievement of programme results.

The Global Fund as a performance-based financing institution has terms and conditions relating to the financial reporting in the Grant Agreement signed with the PRs. These terms and conditions require the submission of quality and timely reports which, reflect the Global Fund’s policies and procedures for the use of grant funds. Delays in the submission of timely and quality financial management reports, can impact on the progress of grant implementation and resources available to the country. The PR is also responsible for the reporting of Sub-recipients.

Technical Assistance: Since 2017, the Global Fund, the MOH with the CCM have identified recurring financial management issues which has impacted on the timely delivery of quality reports as required by the terms and conditions of the MOH’s grant agreement with the Global Fund. These issues constitute a risk for the Principal Recipients, having the overall responsibility for the implementation of GF grant funds.

In 2018, the MOH requested support from UNDP to address financial management reporting to the Global Fund and to review the current accounting software to ensure the MOH can provide quality and timely financial reports to the Global Fund.

This assignment with the overall objectives of:

1. 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; and
2. Review and where applicable upgrade the Ministry of Health’s accounting software to comply with the financial reporting terms and conditions of the Grant Agreement.

Under the supervision of the Programme Manager for HGI and TGF Team Leader, the Project Finance Coordinator shall be responsible for effective and transparent utilization of financial resources and integrity of financial services for the programme. The Project Finance Coordinator shall analyze and interpret the financial rules and regulations and provides solutions to a wide spectrum of complex financial issues.

The Project Finance Coordinators will work at The Global Fund Project Management Units (PMU) at Sub-Directorate of AIDS, Tuberculosis, and Malaria, he/she will supervise the UNDP surge project support team and work in close collaboration with programme, operations in the CO, technical advisors, experts, Government officials, and other relevant stakeholders to successfully implement the UNDP project/programme.

DUTY AND RESPONSIBILITY

1. Ensures effective operational and financial management strategies and adapts processes and procedures focusing on achievement of the following results:

• 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;
• 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 2018 annual consolidated financial statements;
• Quarterly review and approve Funding Authorizations and Certificate of Expenditures of SRs;
• 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;
• 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;
• 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.

2. Ensures the strategic management of programme budgets and supervision of the finance team focusing on achievement of the following results:

• 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;
• 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;
• Timely revision and finalization of Enhanced Financial Report and other adhoc financial reports as required by the Global Fund;
• Periodical preparation of fund balances, taking into consideration the data provided by the SRs fund balances to ensure better forecasting of activities as appropriate;
• Timely preparation of programme budget reviews and the provision of justifications for budget reallocation/reprogramme requests (if any) for submission to the Global Fund;
• Preparation and monitoring of budgets; regular analysis and reporting on the budget approvals and the delivery situation;
• Ensuring that advance payments and direct payments for MOH and SR’s 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.

3. Ensures proper control of the programme accounts focusing on achievement of the following results:

• 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 IPSAS;
• Control of the Accounts Receivables and maintenance of the General Ledger.
• Ensure gender-based budgeting as part of gender mainstraiming intp project

4. Ensures proper programme cash management focusing on achievement of the following results:

• Timely review of the SR cash accounts to ensure the availability of sufficient funds for implementation and appropriate disbursements;
• Timely identification and recording of receipts for income application;
• Timely preparation of monthly cash flow forecast for use by the supervisor;

5. To contribute to the implementation of gender equality accountability framework and Gender equality Results Based management at project level Ensures facilitation of knowledge building and knowledge sharing among country programme and guidance to all SRs and concerned CO staff on financial matters focusing on achievement of the following results:

• Regular capacity development and financial trainings to relevant staff of the country partners;
• Conduction of training for the PR staff on financial management;
• Synthesis of lessons learned and best practices in finance.
• Effective contribution to learning and knowledge sharing in gender analysis and gender mainstreaming

6. 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.

COMPETENCIES

Corporate Competencies:

• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work ,including working in teams and empowering other staff to create an enabling gender equality environment on non-hierarchical bases.
• Facilitating and encouraging open communication in the team, communicating effectively including communication skills to exchange information, and key ideas in a manner that engages the audience and helps others to understand and retain messages that includes about gender equality and parity
• Creating synergies through self-control
• Managing conflict , including conflict resolving skills to manage gender barriers and gender blind behaviors within the project and with partners
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making

Functional Competencies:

Advocacy/Advancing A Policy-Oriented Agenda

Preparing information for advocacy

• Identifies and communicates relevant information for a variety of audiences for advocating UNDP’s mandate
• Advocacy skills to promote gender equality approaches, to achieve the UNDP Gender Equality agenda or national gender equality agenda with internal and external partners

Results-Based Programme Development and Management

Contributes into results through primary research and analysis

• Assesses project performance to identify success factors and incorporates best practices into project work
• Researches linkages across programme activities to identify critical points of integration
• Monitors specific stages of projects/programme implementation
• Analyzes country situation to identify opportunities for project development
• Participates in the formulation of project proposals and ensures substantive rigor in the design and application of proven successful approaches and drafts proposals accordingly
• Excellent written communication and analytical skill to synergize project financial delivery and support internal capacity;
• Promoting gender equality accountability framework and Gender equality Results Based management

Building Strategic Partnerships

Maintaining a network of contacts

• Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues
• Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders

Innovation and Marketing New Approaches

Enhancing processes or products

• Generates new ideas and proposes new, more effective ways of doing things
• Documents and analyses innovative strategies/best practices/new approaches

Resource Mobilization

Providing inputs to resource mobilization strategies

• Analyzes information/databases on potential and actual donors
• Develops a database of project profiles. Identifies opportunities for project proposals for presentation to donors

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

• Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things
• Documents and analyses innovative strategies and new approaches
• Promoting organizational learning and knowledge sharing in gender analysis and gender mainstreaming

Job Knowledge/Technical Expertise

Fundamental knowledge of own discipline

• Strong aptitude on public administration and management of development project in the public sector;
• Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments
• Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools and utilizes these regularly in work assignments
• Theoretical and/or practical knowledge of gender equality and women’s empowerment in development programming

Global Leadership and Advocacy for UNDP’s Goals

Preparing information for global advocacy

• Identifies and communicates relevant information for advocacy for UNDP’s goals for a variety of audiences
• Identifies and takes advantage of opportunities for advocating for UNDP’s mandate
• Effective leadership and coordination of management for gender equality results based on team work, gender focal team setting, goal setting including development of gender action plan, effective work share, horizontal and reciprocal relationship

Client Orientation

Establishing effective client relationships

• Maturity and confidence in dealing with senior and high ranking members of national and local institutions, government and non-government.
• Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Anticipates client needs and addresses them promptly

REQUIRED SKILL AND EXPERIENCES

Education:*

• University Degree in Finance/Accounting, Business or Public Administration would be required
• A professional accounting qualification from an internationally recognized institute of accountancy and certified public accountant license is an asset.

Experience:*

• A minimum of 6 years of relevant experience for candidate with Bachelor Degree or 2 years or relevant experience for candidate with Master Degree in providing financial advisory services for system development and/or capacity building Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems and ERP financials, preferably PeopleSoft;
• Experience of managing financial system in Global Fund-funded programmes highly desirable;
• Experience with the UNDP and/or UN agencies desirable.

Language Requirements:

• Fluency in written and spoken English is necessary;
• Fluency in written and spoken Bahasa Indonesia is required.

Other Requirements:

• Demonstrated strong familiarity with UNDP development projects in Indonesia is an advantage.
• Knowledge on various donor’s reporting requirements.
• Good inter-personal and team building skills.
• Full time availability for project management support duties is essential.
• Familiar with Government and UN/UNDP procedures would be desirable.
• Experience in handling of web based management systems would be highly desirable.

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. Female candidates are strongly encouraged to apply. All applications will be treated with the strictest confidence.

UNDP Indonesia 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 Indonesia at the same grade level and with similar job description, experience and education requirements.